Union & Prevailing Wage Specialist

Position Title: Union & Prevailing Wage Specialist 

Position Reports To: Payroll Manager/Director 

Position Summary 

The Union & Prevailing Wage Specialist serves as the internal subject matter expert for union payroll administration, prevailing wage compliance, collective bargaining agreement (CBA) administration, and union fringe benefit fund reporting. This role ensures compliance with federal, state, and contractual labor requirements while serving as the primary liaison with union benefit funds and supporting accurate union payroll administration across multiple jurisdictions. 

Essential Functions 

Collective Bargaining Agreement (CBA) Administration 

• Maintain a master library of all active CBAs and update payroll system configurations to reflect current contract terms. 

• Apply wage scale provisions, shift differentials, overtime rules, and premium pay requirements for each covered classification in accordance with CBA terms, referring interpretation questions to Manager/Director. 

• Track CBA expiration dates and notify the Director and HR of upcoming contract renewals in advance. 

• Apply apprenticeship ratios and journeyman wage progressions accurately within the Workday software platform. 

• Serve as the first point of contact for field supervisors with CBA application questions. 

Prevailing Wage Compliance 

• Identify and apply the applicable federal (Davis-Bacon Act) and state prevailing wage rates for all public works and government-funded projects. 

• Prepare and submit certified payroll reports (WH-347 and state equivalents) within required deadlines for all union jobs. 

• Audit field labor deployment records to confirm employees are paid the correct prevailing wage rate for work performed. 

• Maintain documentation of union waiver approvals or denials, as applicable. 

• Participate in process improvement initiatives and recommend opportunities to improve union payroll processes, prevailing wage administration, and operational efficiency. 

Union Fringe Benefit Fund Remittances 

• Calculate monthly and weekly benefit fund contributions (health & welfare, pension, annuity, vacation, training) for each bargaining unit. 

• Prepare remittance reports and coordinate payment with Accounts Payable and Treasury. 

• Reconcile remittance amounts against payroll data and resolve discrepancies before submission deadlines. 

• Respond to fund administrator inquiries and provide supporting documentation for trust fund audits. 

Union Reporting & Compliance Filings 

• File required reports with union locals, joint labor-management committees, and applicable government agencies. 

• Process union dues remittances and political action committee (PAC) deductions accurately and on schedule. 

• Track and report hours worked by union classification for apprenticeship ratio compliance. 

• Maintain documentation required for ERISA compliance related to multi-employer pension and benefit plans. 

Payroll System Maintenance & Data Integrity 

• Configure and maintain union wage tables, classification codes, and CBA rule sets in payroll systems. 

• Perform pre-payroll audits to identify misclassified employees, missing wage rates, or incorrect deduction codes before processing. 

• Support the hire/fire cycle for union employees by applying correct CBA terms at hire and final-pay obligations are met at separation. 

Audit Support & Record Retention 

• Maintain certified payroll records in compliance with federal and state retention requirements (generally 3–7 years). 

• Coordinate responses to union trust fund audits, DOL wage and hour investigations, and state agency compliance reviews. 

• Prepare documentation packages for grievance proceedings related to payroll calculations or CBA interpretation. 

Education & Experience 

• Associate's or Bachelor's degree in Accounting, Business, Human Resources, or related field; equivalent work experience considered. 

• 3–5 years of direct experience administering union payroll and/or prevailing wage compliance in a construction, industrial, or field-services environment required. 

• Experience preparing WH-347 certified payroll reports required. 

• Experience administering union payroll across multiple states required. 

Knowledge, Skills, and Abilities 

• Demonstrated ability to read, interpret, and apply collective bargaining agreement provisions; thorough knowledge of CBA administration and multi-employer benefit fund remittance processes. 

• Working knowledge of Davis-Bacon Act, FLSA, ERISA, and state prevailing wage laws. 

• Knowledge of certified payroll reporting (WH-347) and prevailing wage documentation requirements. 

• Proficiency in Workday & Microsoft Dynamics 365. 

• Excellent written and verbal communication skills; ability to explain complex payroll and labor requirements clearly to field supervisors and employees. 

• Intermediate to advanced Excel skills (VLOOKUP, pivot tables, data validation). 

• Excellent organizational and time management skills; high degree of accuracy and attention to detail in a high-volume transaction environment. 

• Strong accounting, analytical and reconciliation skills; comfortable identifying discrepancies and resolving them proactively. 

• Demonstrated ability to handle sensitive and confidential employee information with discretion. 

• Ability to speak Spanish preferred. 

Work Conditions/Physical Demands   

• Remaining in a stationary position, often standing, or sitting for prolonged periods.    

• Light work that includes moving objects up to 20 pounds.   

• No adverse environmental conditions expected.  

• Must be able to work in high noise volumes, toxic or caustic chemicals, fumes, airborne particles, dusty conditions, hazardous machinery, precarious places, proximity to other employees.