Job Title: Certified Payroll Specialist
Job Location: Must live in PA, MD, OH, NJ, or VA / Hybrid or Remote
Salary Range: $65-70k annually
FLSA Status: Exempt

AIR Control Concepts is a leading commercial HVAC platform comprised of more than 55 operating companies across North America and Europe. Through our family of best-in-class businesses, we provide engineered solutions, HVAC equipment, controls, service, building automation, and lifecycle support to customers across commercial, healthcare, industrial, education, data center, and institutional markets.

Backed by Blackstone, AIR is one of the fastest-growing HVAC platforms in North America, driven by both organic growth and strategic acquisitions. As we continue to expand, safety remains one of our core values and a critical component of our operational excellence.

Check out our website: AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Overview:
As a Certified Payroll Specialist, you will be responsible for administering and processing both certified payrolls for employees working on federal, state, and prevailing wage projects, as well as standard payrolls for employees working on non-prevailing wage projects. This role requires extensive knowledge of certified payroll regulations, prevailing wage requirements, contract-specific pay rates, payroll processing procedures, and compliance reporting.

The Certified Payroll Specialist will ensure employees are paid accurately according to contract requirements, prevailing wage determinations, and applicable labor regulations. This position requires expertise in preparing and submitting certified payroll reports, maintaining compliance with federal and state labor laws, and managing payroll documentation for government-funded projects.

The successful candidate will be highly organized, detail-oriented, and experienced in handling complex certified payroll environments with multiple contracts, jurisdictions, and reporting requirements.

Duties & Responsibilities:
Payroll Administration & Processing

Process weekly certified payrolls for employees working on prevailing wage and government-funded projects, as well as standard payrolls for employees working on commercial and non-prevailing wage projects.
Ensure employees are paid accurately according to contract wage determinations, classifications, fringe benefit requirements, and prevailing wage schedules.
Review and validate employee time records, job classifications, project coding, and labor allocations prior to payroll processing.
Calculate wages, overtime, fringe benefits, deductions, and other earnings in accordance with applicable contracts and regulations.
Maintain ownership of certified payroll processing from start to finish, ensuring all payroll transactions are accurate and timely.
Audit payroll data to verify compliance with prevailing wage rates and contract requirements.
Process employee payroll adjustments, corrections, and retroactive wage payments as necessary.
Ensure accurate and timely wage payments through direct deposit or approved payment methods.

Certified Payroll Compliance & Reporting

Prepare, review, and submit weekly certified payroll reports for federal, state, and local prevailing wage projects.
Complete and maintain all required certified payroll forms and supporting documentation, including Statements of Compliance and project-specific reporting requirements.
Ensure certified payroll reports are complete, accurate, and submitted within required deadlines.
Maintain comprehensive knowledge of federal certified payroll requirements, including Davis-Bacon Act regulations and related labor compliance standards.
Stay current on state-specific certified payroll requirements and reporting regulations across multiple jurisdictions.
Interpret wage determinations, labor classifications, fringe benefit requirements, and contract specifications to ensure full compliance.
Review project contracts to ensure employee compensation aligns with contractually required wage rates and benefits.
Partner with hiring managers, HR, and accounting teams to resolve payroll compliance issues and discrepancies.
Research and resolve payroll compliance issues by working with government agencies, contractors, auditors, and internal stakeholders.

Recordkeeping & Audit Support

Maintain accurate certified payroll records and supporting documentation for all projects.
Organize and retain payroll records in accordance with federal, state, and client retention requirements.
Support internal, external, and government audits by providing certified payroll reports, employee records, and compliance documentation.
Perform routine audits of payroll transactions, wage classifications, and prevailing wage calculations to ensure ongoing compliance.
Investigate and resolve payroll discrepancies, wage exceptions, and reporting variances.
Reconcile payroll data and labor costs across projects and contracts.

Employee & Project Support

Serve as a subject matter expert for certified payroll and prevailing wage compliance questions.
Respond to employee inquiries related to wages, classifications, prevailing wage calculations, and payroll deductions.
Participate in compliance reviews and process improvement initiatives related to certified payroll administration.
Assist with special projects and other payroll-related duties as assigned.

What Makes Someone Successful in This Role:

Extensive knowledge of certified payroll reporting and prevailing wage requirements.
Exceptional attention to detail and commitment to payroll accuracy.
Ability to interpret government contracts, wage determinations, and compliance regulations.
Strong understanding of federal, state, and local certified payroll requirements.
Highly organized with the ability to manage multiple projects and reporting deadlines simultaneously.
Proactive problem solver who can identify and resolve compliance risks before they become issues.
Strong communication skills with the ability to collaborate across departments and with external agencies.

Experience & Requirements:

High school diploma or equivalent required.
5+ years of certified payroll experience required.
Extensive experience processing certified payrolls, prevailing wage payrolls, and standard multi-state payrolls.
Strong knowledge of federal certified payroll requirements, and state-specific certified payroll regulations.
Experience ensuring employees are paid according to contract wage determinations, classifications, and fringe benefit requirements.
Proven experience preparing, reviewing, and submitting weekly certified payroll reports and compliance forms.
Ability to manage payroll compliance across multiple projects, contracts, and jurisdictions.
Proficiency with payroll systems (ADP Workforce Now preferred) and Microsoft Excel.
Strong attention to detail, organizational skills, and ability to meet strict reporting deadlines.

Certified Payroll Professional (CPP) certification.
Experience in construction, public works, or government contracting environments.
Experience with certified payroll reporting platforms.

Why Join Our Team?

Hybrid work schedule with two remote days each week.
Structured onboarding and training program.
Ongoing weekly development and knowledge-sharing sessions.
Collaborative team environment focused on helping each other succeed.
Opportunity to work in a growing organization with diverse payroll challenges and career development opportunities.

Benefits:
We offer a competitive and comprehensive benefits package, including:

Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications. The Company complies with disability laws and provides reasonable accommodations to qualified individuals.

Certified Payroll Specialist

Skills mentioned

About the role