Bilingual Certified Payroll Specialist & Bilingual Per Diem Administrator

Job Description

Position Title: Bi-Lingual Certified Payroll Specialist & Bi-Lingual Per Diem Specialist

Position Reports To: Certified Payroll Lead, Accounting

Position Summary

This bi-lingual certified payroll specialist serves as an assistant to the internal subject-matter expert on certified payroll  and per diem inquiries. The bi-lingual certified payroll specialist and per diem specialist  will work to validate  certified payrolls as needed accordingly to various platforms ( LCP TRACKER, WHD-347, etc. ) The Bi-Lingual Per Diem Specialist will validate requests to determine of the employee is eligible for the per diem according to the contract for all companies. The bi-lingual certified payroll specialist will report to the Certified Payroll Lead. The Bi-Lingual Per Diem Administrator will work with Project Services to determine if an employee is eligible for per diem according to the project the employee has been assigned to. The Bi-Lingual Certified Payroll Specialist & Bi-Lingual Per Diem Administrator will  strengthen departmental support, improve operational efficiency, reduce compliance risk, and provide additional resources to support both the Payroll Tax Accountant and the Union & Prevailing Wage Specialist. 

Essential Functions

Run weekly project-based hours reports from Solomon (Microsoft Dynamics) and corresponding payroll registers from Workday for each assigned project and pay period. Reconcile Solomon hours to Workday registers to confirm all hours worked are captured and correctly coded to project, craft, and classification, including split-job and multi-classification employees Verify wages paid meet the applicable prevailing wage determination, including base rates, fringe benefits, overtime, and shift differentials. Research and resolve discrepancies with payroll, project management, and field supervision; identify underpayments, coordinate restitution payrolls, and report corrections in the appropriate reporting week Respond to Spanish speaking payroll calls and Spanish written emails from clients, employees, and field operations, researching and resolving inquiries related to rates, hours, deductions, fringe benefits, and payment issues. Provide updates through translation to teammates as needed when Spanish speaking requests are received Maintain Per Diem Research and Documents Electronically Coordinating with Project Services as challenges arise with Per Diem Create and maintain Excel tracking spreadsheets, dashboards, and reporting tools Assist with departmental Standard Operating Procedures (SOPs) and process documentation Making customer service calls in a professional manner while keeping and improving customer relations. Support Certified Payroll, Payroll Tax, Union, and Union audit preparation if any communication that needs to be translated from Spanish to English for the team Monitor the shared Payroll Tax & Payroll (Per Diem) email inboxes  Perform Bi-Lingual Per Diem data validation and research  Assist with special departmental projects as needed. Mail correspondence to customers to encourage payment of delinquent accounts. Other duties as assigned.

Education & Experience

• Associate’s/bachelor’s degree in related field preferred; or equivalent work experience
• Proficiency in Workday & Microsoft Dynamics 365 
• Proficiency in LCP Tracker, eMars, DIR, & IDOL
• Utilize Lexis Nexis as needed for validation of eligibility for per diem
• Excellent written and verbal communication skills; ability to explain complex payroll and labor requirements clearly to field supervisors and employees & must be able to speak, write, and translate from Spanish to English as needed
• 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  

Knowledge, Skills, and Abilities

• Demonstrate proficiency with, Solomon, Microsoft Excel & Word (Pivot Tables & VLOOKUP a plus).
• Demonstrates a sense of urgency and ability to meet deadlines.
• Excellent communication  & customer service skills
• Ability to work effectively in cross-functional team initiatives
• Ability to work independently and to adapt to a fast-changing environment.

TYPICAL DAILY & WEEKLY ACTIVITES

Project Reporting and Reconciliation

• Run weekly project-based hours reports from Solomon (Microsoft Dynamics) and corresponding payroll registers from Workday for each assigned project and pay period

• Reconcile Solomon hours to Workday registers to confirm all hours worked are captured and correctly coded to project, craft, and classification, including split-job and multi-classification employees

• Verify wages paid meet the applicable prevailing wage determination, including base rates, fringe benefits, overtime, and shift differentials.

• Research and resolve discrepancies with payroll, project management, and field supervision; identify underpayments, coordinate restitution payrolls, and report corrections in the appropriate reporting week

Certified Payroll Preparation and Submission

• Prepare weekly certified payroll reports for assigned Davis-Bacon and IRA-covered projects

• Submit certified payroll in client-required formats, including federal Form WHD-347 with signed Statement of Compliance, LCP Tracker, eMars, DIR, and IDOL

• Track submission deadlines by project, confirm acceptance in each system, and correct and resubmit rejected or flagged reports

• Monitor apprentice ratios, classification changes, and fringe benefit reporting for compliance

• Maintain certified payroll records in accordance with Apache SOPs

Payroll Inquiries

• Respond to payroll calls and emails from clients, employees, and field operations, researching and resolving inquiries related to rates, hours, deductions, fringe benefits, and payment issues

• Provide clients with status updates on pending submissions and escalate unresolved compliance matters to the Certified Payroll Lead

Audit Support

• Assist with certified payroll and workforce management audits by compiling certified payroll records and supporting documentation for auditor and agency requests

• Provide documentation for union and fringe benefit reporting requirements requests

General

• Maintain confidentiality of employee and client payroll data

• Meet weekly period-end deadlines across all assigned projects.

• Maintain working proficiency in Solomon, Workday, and client submission portals

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