Job Description
Job Description
About the Role
We are seeking a highly organized and detail-oriented HR & Payroll Compliance Specialist to oversee our weekly payroll and human resources administration. This role is critical to ensuring our employees are paid accurately and that our company remains strictly compliant with California labor laws, DIR prevailing wage regulations, and union rules. Additionally, this position acts as our official Custodian of Records (COR) for background checks and manages onboarding, benefits administration, and safety compliance.
Key Responsibilities
Payroll & Prevailing Wage Administration
- Review and enter weekly timecards into spreadsheets, ensuring accurate recording of hours, pay codes, and job codes.
- Calculate overtime and verify that PTO and sick time are recorded and utilized according to company pay structure and California law.
- Differentiate and accurately code union workers’ pay (e.g., dispatch rules, shop time vs. field time).
- Process prevailing wage payroll in strict accordance with Department of Industrial Relations (DIR) rules.
- Update prevailing wage rates and union increases as they are released by respective unions and the DIR.
- Ensure timely payment of union fees and training funds.
- Apply proper workers' compensation codes to all payroll processing.
- Act as the primary liaison with our external payroll company to submit weekly data and ensure timely check distribution.
- Receive certified payroll reports from the payroll company and accurately upload them to the DIR website.
Human Resources & Benefits Administration
- Facilitate the full-cycle onboarding process: ensure all new hire packets, I-9s, and benefit forms are properly completed.
- Administer employee benefits for retirement and medical plans by coordinating with our insurance agents.
- Administer and track PTO, sick leave, and vacation time balances.
- Assist in maintaining and updating annual HR forms, job descriptions, and employee performance evaluation templates.
- Screen resumes to assist hiring managers with new applicants.
- Monitor and track employee review dates and birthdays on the internal staff calendar.
- Ensure new drivers are promptly added to the company's auto insurance policy.
- Assist management in preparing Performance Improvement Plans (PIPs), write-ups, and disciplinary documentation.
- Maintain accurate, up-to-date, and confidential employee personnel files.
Compliance, Training & Background Administration
- Act as the company’s official Custodian of Records (COR) for DOJ/FBI background checks; register and monitor new employees, and unregister departing employees.
- Perform mandatory quarterly Megan’s Law background checks.
- Print and issue employee identification badges.
- Track and ensure completion of all mandatory training, including Sexual Harassment training, new hire safety orientations, and required OSHA training.
- Compile data and provide necessary documentation for Workers’ Compensation, General Liability, DIR, and union payroll audits.
Qualifications & Requirements
- Experience: Proven experience in payroll processing and HR administration, specifically within California.
- Prevailing Wage/Union Knowledge: Strong understanding of CA Department of Industrial Relations (DIR) rules, prevailing wage tracking, certified payroll, and union dispatch/pay structures.
- Compliance Expertise: Deep understanding of California labor laws regarding overtime, sick leave, and PTO.
- Background Check Clearance: Must be able to pass strict background requirements to serve as the authorized Custodian of Records (COR) for the DOJ/FBI.
- Attention to Detail: High level of accuracy in data entry and spreadsheet management.
- Confidentiality: Demonstrated ability to handle sensitive HR, medical, and disciplinary information with the utmost discretion.
Company DescriptionWith over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.
Company Description
With over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.