Payroll Specialist

Job Description

Job Description

GrayMar Environmental Services continues to grow its national footprint and remains firmly grounded in the values that define who we are. We embrace Respect, Integrity, Safe Work Practices, Excellence in Service, and a deep sense of Family. We call it RISE through Caring.

 

Specializing in environmental remediation, hazardous material management, waste disposal, health and safety, and emergency response, we deliver comprehensive and sustainable services that help our clients manage risk, maintain compliance, and protect the environment. Our number one priority is safety, and we take pride in our highly skilled, dedicated team that works together to “Get the Job Done Safely!”

 

Every employee is seen, heard, and valued—not as a number, but as a member of a family. Our company culture promotes ongoing learning, professional development, and long-term career growth, supported by robust benefits. These include wellness programs, incentives, bonuses, 401(k), health, dental, and vision coverage, life insurance, supplemental and flexible spending accounts.

 

At GrayMar, inclusion is not just an initiative. It is integral to how we innovate and grow. Drawing strength from our different experiences and backgrounds, we foster an inclusive environment where every voice matters and look after the well-being of our colleagues every day. As we expand our reach across the country, we remain committed to providing exceptional service to our customers while building a workplace where people thrive, feel safe, and are proud to belong.

Position Overview/Description

The Payroll Specialist will work end-to-end payroll processing for a multi-state workforce using ADP Workforce Now, Essential or Managed Time. They will ensure the accuracy and integrity of payroll data through detailed reconciliation, analysis, and audit processes. This role validates payroll results, resolves discrepancies, and reconciles payroll-related accounts. This role requires deep experience with prevailing wage payrolls, certified payroll reporting, fringe/benefit calculations (where applicable), and compliance across various states, including but not limited to CA, WA, Oregon, AZ, TX, and NJ. The ideal candidate has worked within the waste management/environmental remediation industry or a similar field services environment with variable schedules, field timekeeping, per diem, and job-costing needs. 

Key Responsibilities

   Payroll Processing (ADP Workforce Now)

• Execute full-cycle, multi-state payroll on a weekly cadence; validate earnings, deductions, taxes, accruals, and garnishments.
• Maintain and audit employee data, pay rates, tax setups, direct deposits, and PTO balances in ADP Workforce Now.
• Reconcile payroll registers to GL; prepare payroll journal entries and support Finance with month-end close.

 Time & Attendance / Job Costing

• Import, validate, and reconcile time from field timekeeping systems (e.g., mobile app or timesheets), ensuring accurate job codes, shifts, per diem, and overtime calculations.
• Partner with Operations to resolve exceptions, missed punches, and allocation issues.

 Prevailing Wage & Certified Payroll

• Calculate prevailing wage rates, fringe benefits, and required differentials; ensure proper accrual or cash-in-lieu handling in alignment with contract requirements.
• Prepare and submit certified payroll reports (e.g., CA DIR, WA L&I) and maintain documentation for audits.
• Track apprenticeship ratios, classifications, and work types, where applicable.

 Multi-State Compliance

• Ensure compliance with state/local wage & hour rules (e.g., CA meal/rest periods & OT,WA paid sick leave, NJ state-specific requirements AZ/TX local taxes).
• Monitor tax jurisdictions, reciprocity, SUI updates, and local city taxes; coordinate with ADP Tax Services on registrations and notices.

 Benefits & Deductions

• Administer payroll deductions for medical, dental, vision, FSA/HSA, 401(k)/match, and post-tax deductions; reconcile vendor invoices against payroll.
• Support annual and off-cycle adjustments (benefits changes, bonuses, retro pay, PTO payouts).

 Reporting & Audits

• Analyze payroll data to identify variances, discrepancies, and trends; research and resolve issues promptly.
• Generate payroll and labor reports (headcount, OT trends, job costing, certified payroll, PTO liabilities).
• Support internal/external audits (DOL, state agencies, CPA); maintain secure payroll records in accordance with company and regulatory policies.

 Employee Service & Cross-Functional Collaboration

• Provide timely support to employees and managers regarding pay, direct deposits, and timesheet issues.
• Partner with HR, Finance, and Operations to continuously improve payroll accuracy and cycle efficiency.

Education & Experience

 

• 3–5+ years of end-to-end, multi-state payroll
• Proficient in ADP Workforce Now.
• Direct experience with prevailing wage calculations and certified payroll reporting (e.g., CA DIR, WA L&I).
• Proven knowledge of wage & hour and tax compliance across nationwide, with knowledge in CA, WA, AZ, TX, and NJ.
• Strong Excel skills (pivot tables, vLOOKUP/XLOOKUP) and experience reconciling payroll to the GL.
• Detail-oriented with excellent problem-solving, confidentiality, and customer-service skills.

Strongly Preferred

• Experience in waste management, environmental remediation, construction, or similar field services environment.
• Familiarity with fringe administration, and project-based/job costing.
• Exposure to PTO accrual policies, meal/rest period compliance (especially CA), and per diem practices.
• Fundamental understanding of Davis-Bacon/Service Contract Act (or analogous state prevailing wage frameworks).
• Associate’s or Bachelor’s in Accounting, Finance, HR, or related field preferred.

 

Skills & Competencies

• Accuracy & Compliance
• Analytical & Reconciliation Skills
• Confidentiality & Integrity
• Partnering with Operations (field-first mindset)
• Process Improvement & Systems Savvy (ADP Workforce Now) 

Work Environment & Expectations

 

•  Fast-paced environment with frequent changes and competing priorities.
•  Availability outside standard business hours may be required.
•  Must be highly accountable, process-driven, and performance-focused..

 

Benefits 

• Comprehensive health benefits coverage after60 days of full-time employment 
• 401K with company match
• STD, LTD, and life insurance, and other ancillary options
• Career path programs and company-paid training
• Wellness programs
• Recognition, Incentives, and Bonuses
• Health, dental, and vision coverage,
• Flexible spending accounts. Family culture with positive and safe work environments 

Disclaimer: This job description may not include all assigned duties, responsibilities, or aspects of the job described and may be amended at any time at the sole discretion of GrayMar Environmental Services, LLC.

GrayMar Environmental Services LLC is an Equal Opportunity Employer. Employment opportunities at GrayMar are based on one’s qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law.