Certified Payroll Specialist/ Administrative Assistant

Job Description

Job Description

About Us:

Novin Development is a leading affordable and mixed-income housing developer committed to creating quality, sustainable homes across the greater Bay Area. We are passionate about social responsibility, environmental sustainability, and increasing access to affordable housing for diverse income groups. From ground-up development to rehabilitation, our projects are thoughtfully designed to blend aesthetics, functionality, and community integration.

We are seeking an experienced and detail-oriented Full Time Certified Payroll Specialist/ Administrative Assistant to support our affordable housing construction projects throughout California.

At Novin Development, we foster a close-knit team of thoughtful leaders, where all ideas are valued. We approach our work with the agility and energy of a start-up, backed by a strong value system. From the first shovel in the ground to the opening of our projects, our ultimate goal is to provide homes to those in need in the most innovative and efficient way possible. If you have a passion for leadership, a commitment to sustainable housing development, and a focus on client satisfaction, we would love for you to join our award-winning team.

Hybrid remote/ Walnut Creek Office & Work From Home Tuesdays and Fridays

Position Overview:

This role is responsible for preparing and submitting certified payroll reports in full compliance with California Prevailing Wage, Department of Industrial Relations (DIR), and applicable federal requirements such as the Davis-Bacon Act. The ideal candidate will ensure our organization remains compliant while delivering timely and accurate reporting across multiple affordable housing developments funded by public agencies.

This is a key compliance position in a mission-driven company committed to providing quality housing solutions to underserved communities.

Key Responsibilities:

• Prepare, review, and submit weekly certified payroll reports through the California DIR eCPR system for affordable housing construction projects.
• Ensure compliance with California Prevailing Wage laws, Davis-Bacon Act, HUD, and other local, state, and federal wage determinations.
• Track and maintain detailed records of worker classifications, wage rates, hours worked, fringe benefits, and apprenticeship ratios.
• Collaborate with HR, project managers, subcontractors, and the accounting team to ensure accuracy in labor reporting and time tracking.
• Conduct onboarding and compliance orientation for subcontractors and field teams regarding prevailing wage requirements.
• Maintain organized and audit-ready certified payroll documentation for all affordable housing developments under contract.
• Respond to requests from government agencies, auditors, general contractors, and funding partners regarding payroll documentation.
• Stay current on changes in labor compliance laws relevant to affordable housing and public works construction.
• Support labor compliance during project closeout phases, including filing of Final Statement of Compliance.
• Support and Assist with office administrative tasks (reception, ordering office supplies, checking the mail, supporting the office team etc.)

What you need to Succeed:

Required:

• Minimum of 3 years’ experience in certified payroll for California affordable housing or public works construction
• In-depth knowledge of California DIR, LCP Tracker, and ADP Payroll
• Familiarity with HUD funding sources, Davis-Bacon wage determinations, and related labor compliance guidelines
• Strong attention to detail and ability to interpret wage determinations and contract documents
• Excellent communication skills and ability to work collaboratively with diverse teams and subcontractors
• Proficient in Microsoft Excel and timekeeping systems

Preferred:

• Experience with union payroll and/or apprenticeships under state-approved programs
• Understanding of tax credit programs such as LIHTC (Low-Income Housing Tax Credit) and associated compliance implications
• Associate’s or Bachelor's degree in Accounting, Business Administration, or related field

Physical Requirements:

• Ability to travel to project sites and across counties as needed.
• Frequent desk-based computer tasks, sitting or standing at ergonomic desks.
• Occasional standing, walking, lifting/carrying objects up to 15 pounds.
• Rarely involves bending, kneeling, or heavy lifting.

Benefits:

• Paid Time Off: 40 hours of sick leave
• 80 Hours of Vacation
• 12 Paid Holidays
• Medical, Dental and Vision
• 401(k) Plan
• Discretionary Bonus

Thisisnotnecessarilyanexhaustivelistofallresponsibilities,skills,duties,requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change.

Equal Opportunity Employer:

Novin Development is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage applicants from all backgrounds to apply, including those with disabilities, veterans, and individuals from underrepresented communities.