Payroll Compliance Analyst

PURPOSE

The Payroll Compliance Analyst is responsible for ensuring accurate and compliant payroll processing by managing multi-jurisdiction payroll tax functions and filings, new state registrations, state disability and sick pay laws, as well as oversight of prevailing wage law filings for applicable projects including certified payroll reporting, ensuring adherence to federal, state, and local labor regulations, including the Davis-Bacon Act, Service Contract Act (SCA), and other prevailing wage mandates.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The following duties are typical for this job. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Taxes:

• Work with external tax authorities and resources to identify state filing requirements and tax laws to coordinate timely compliance as we grow to conduct business in new geographic locations.
• Ensure accurate tax filings occur throughout the year and conduct regular federal, state and local tax reconciliations and year end processing (941, W-2, etc.).
• Handle escalated tax notices or other related issues.
• Maintain state-by-state map summarizing approved geographic filings.

Prevailing Wage Compliance:

• Partner with Project Managers, Coordinators and Accountants to attend pre-construction or other business meetings to understand and coordinate the setup of new prevailing wage jobs internally.
• Process and audit weekly payroll for employees working on prevailing wage projects, ensuring accuracy and compliance with all wage determinations, fringe benefit allocations, and overtime calculations.
• Maintain up-to-date knowledge of federal, state, and local prevailing wage laws, including Davis-Bacon, SCA, and related regulations.
• Ensure accurate tracking and reporting of fringe benefits in compliance with prevailing wage requirements and internal processes.
• Respond promptly to payroll discrepancies or employee inquiries related to taxes, deductions, and fringe benefits.

Certified Payroll Reporting:

• Prepare and submit accurate certified payroll reports to clients, government agencies, and other required entities within established deadlines.
• Review certified payroll reports from subcontractors to verify accuracy of wages.
• Verify compliance with all reporting requirements, including worker classifications, hours worked, and proper wage rates.
• Maintain strong documentation and detailed records of certified payroll submissions for audits and client requests.

State Disability and Sick Leave Laws:

• Research and remain proactive with applicable regulatory reviews applicable to our workforce.
• Partner with HRIS team to ensure accurate setup of tracking, payment and workforce notices.
• Ensure project teams are aware of the impact to job costing tables and projects.

Audit and Documentation:

• Assist with audits conducted by government agencies, clients or internal teams by providing supporting documentation and reports.
• Maintain thorough and organized payroll records, including timesheets, wage determinations, certified payroll reports, and fringe benefit statements.
• Ensure compliance with Equal Employment Opportunity (EEO) and minority participation reporting requirements for applicable projects.
• Assist with Affirmative Action and OFCCP compliance matters and tracking.

Collaboration and Communication:

• Act as the point of contact for all tax, state disability and sick leave laws, prevailing wage inquiries, questions and processes.
• Work closely with HR, compliance, project managers and coordinators, as well as accounting teams to ensure seamless payroll processing and compliance, as well as proactively identifying and addressing any issues or challenges.
• Communicate effectively with contractors, subcontractors, and clients to resolve payroll and reporting issues to remain compliant and follow proper reporting processes.
• Develop and implement process improvement and other strategies to maintain high efficiency and effectiveness in compliance, reporting and processing, utilizing a collaborative approach with other stakeholders to the process.
• Provide training and guidance to internal teams on prevailing wage and certified payroll requirements as needed.
• Proactively communicate with CHRO and HR Manager and other points of escalation to provide research and information to resolve issues timely and efficiently.

Other:

• May assist with or provide backup coverage for weekly timecard reviews and payroll processing, as well as departmental process improvement, projects, etc.

MINIMUM EDUCATION & EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• High school diploma or equivalent required.
• Associate or bachelor’s degree in accounting, finance, business administration, or a related field preferred.
• Certified Payroll Professional (CPP) designation preferred or in progress.
• Staff Accountant experience with analyzing data and finding root cause preferred.
• Minimum of 3 years of experience in prevailing wage payroll processing and certified payroll reporting.
• Minimum of 5 years of experience with relevant state and federal laws and advanced knowledge of payroll practices.
• Experience with construction, job costing, or government contracting industries is highly preferred.
• Participate in ongoing training and development programs to enhance skills.
• Stay up to date with legislative changes, best practices and embrace new technologies.

MENTAL AND PHYSICAL COMPETENCIES REQUIRED TO PERFORM ESSENTAL FUNCTIONS

• Comprehensive knowledge of prevailing wage laws, certified payroll requirements, and labor regulations.
• Proficiency in payroll and/or ERP software (e.g., ADP, Spectrum) and certified payroll systems (e.g., LCPtracker, eMars, or similar).
• Advanced skills in Microsoft Excel, including formulas, pivot tables, and data analysis.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Ability to analyze situations accurately and adopt an effective course of action.
• Exercise initiative, judgment and decision-making skills to meet objectives.
• Excellent communication and interpersonal skills; ability to establish and maintain cooperative and effective working relationships with others.
• Strong strategic thinking and problem-solving skills.
• Ability to present ideas and concepts clearly and concisely.

ENVIRONMENTAL ADAPTABILITY

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 10 pounds occasionally
• May have occasional visits to a job site which would require periods of standing, walking and/or climbing stairs
• This is an onsite position in Ankeny, IA.
• Travel is rarely required.

EQUIPMENT/TOOLS

• Laptop Computer
• Phone system

Baker Group is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Baker Group will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Employer.