Payroll Tax Specialist & Per Diem Specialist

Job Description

Position Title: Payroll Tax Specialist & Per Diem Specialist

Position Reports To: Payroll Tax Accountant, Accounting

Position Summary

This specialist serves as an assistant to the internal subject-matter expert on payroll tax inquiries and per diem inquiries. The payroll tax specialist will work to validate both state and local state unemployment insurance accounts, state withholding tax accounts for all companies. The payroll tax specialist will report to the Payroll Tax Accountant. The 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 Payroll Tax specialist 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

Ensure access to all Union reporting portals is established, maintained, and periodically reviewed to support uninterrupted reporting and remittance processing — including coordinating user access, monitoring credential updates, maintaining portal access documentation, and assisting with account administration to ensure compliance with union reporting requirements Prepare incoming department mail by sorting, organizing, scanning, and converting documents into electronic files for processing by both the Payroll Tax Accountant and the Union & Prevailing Wage Specialist Open, sort, scan and distribute incoming Payroll Tax & Payroll Department Mail . Organize, scan and maintain payroll, tax, and union records Prepare payroll tax reports and supporting documentation Maintain Union remittance and Payroll Tax Files electronically Monitor payroll tax and Union reporting deadlines Create and maintain Excel tracking spreadsheets, dashboards, and reporting tools Assist with departmental Standard Operating Procedures (SOPs) and process documentation Making outbound collection calls in a professional manner while keeping and improving customer relations. Support Payroll Tax, Union, and Union audit preparation Monitor the shared Payroll Tax & Payroll (Per Diem) email inboxes Perform payroll tax 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 filed preferred; or equivalent work experience
• Proficiency in Workday & Microsoft Dynamics 365
• ADP Smart Compliance
• 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
• 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).
• Familiarity with laws related to debt collection (e.g., FDCPA)
• Demonstrates a sense of urgency and ability to meet deadlines.
• Excellent communication skills
• Excellent customer service skills
• Ability to work effectively in cross-functional team initiatives
• Knowledge of billing procedures and collection techniques
• Ability to work independently and to adapt to a fast-changing environment.

TYPICAL DAILY & WEEKLY ACTIVITES

Daily

• Process the incoming and outgoing mail from the union regarding new hire reporting, terminations, validation of classifications regarding union employees; verify correct CBA assignment and wage rate

• Scan and coordinate union payments with Payroll Tax Accountant & Union Specialist when payments should be mailed timely

• Call the state and local accounts as it is related to verify if an account has been established, closed, or pending

• Review ADP Smart Compliance to monitor state tax registrations and ensure tax account enrollments remain compliant and current

Weekly

• Audit union payroll exception reports for classification and rate errors on active projects

• Research & validate if employees are eligible to receive per diem based on the actual project the employee

• Collaborate with Payroll Supervisor, reconcile union dues and fringe benefit calculations against current payroll run before submission

• Review upcoming remittance deadlines and coordinate payment requests with AP

Monthly

• Prepare and submit all benefit fund remittances with supporting reconciliations

• Perform a CBA rate audit across all bargaining units to confirm Workday & MD 365 reflects current contract terms

• Review and archive certified union payroll filings per retention schedule

• Payroll tax and payroll tax compliance reporting support

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