Administrative Assistant - Labor Compliance & Accounting

Published: 6/14/2022

Job Description

We are seeking an experienced and detail-oriented person to join our team. This role is vital in ensuring that our organization adheres to all relevant labor laws, regulations, and internal policies. The ideal candidate will have a strong understanding of Public Works Labor Compliance standards, excellent analytical skills, and the ability to collaborate across departments to maintain legal standards in workforce management. The ideal candidate brings a strong background in basic accounting, file auditing, and regulatory reporting to streamline our office workflows.

What You’ll Do:

Provide administrative office support as needed may include assistance with Estimating, Project Management, Payroll Department, and General Office duties
Work in a deadline-intensive work environment and possess organizational and multi-tasking skills
Responsible for timecard collection and comparison against Daily Logs, verify job hours and project information for entry into payroll system
Ensure compliance with CA wage and overtime laws and that proper meal & travel rates are paid when required

· Monitor and file payroll tax reports and coordinate with relevant agencies

· Administer employee deductions, garnishments & assist with any other payroll duties

Prepare and submit other monthly reports as required (including, but not limited to union, PLA & STWF reports)

· Project Set-Up and Preparation – identify requirements and set up project files. Obtain DIR & labor compliance & prevailing wages requirements for the project

Prepare & submit start up documents related to project
Gain access to the agency’s/general contractor’s preferred reporting system (LCPTracker, DIR, etc) and set up employees for reporting purposes
Prepare, review, analyze, and audit certified payroll records and submit to appropriate platforms
Coordinate with contractors, and internal staff to solve any labor compliance issues
Verifying the accuracy of Invoices by cross-referencing Shipper Tickets, Purchase Orders and Quotes
Enter A/P Invoices in Accounting Software (Quickbooks); Review and rectify statements
Customer Invoicing - a combination of progress invoicing and standard invoicing

Required Experience & Qualifications

Compliance & Payroll: Hands-on experience tracking labor compliance, preparing & submitting certified payroll reporting.

Technical Proficiency: Strong computer literacy with proficiency in QuickBooks and the Microsoft Office Suite (Word, Excel, Outlook).

Digital Adaptability: The capacity to quickly master new software and systems while maintaining comfort across diverse user interfaces, features, and technical tools.
Compliance Platforms: Experience using specialized compliance platforms such as DIR, LCP Tracker, Textura, eComply, or Procore , with an understanding of how they integrate with internal company systems.
Attention to Detail: The ability to navigate intricate workflows, compliance regulations, and reporting requirements swiftly without compromising data accuracy.
Resourcefulness & Continuous Learning: Efficiency in absorbing training documentation, support materials, and learning resources, alongside a proactive approach to utilizing team or vendor support channels.
Technical Problem-Solving: A strong capacity for troubleshooting system hurdles and optimizing platform workflows to maximize operational efficiency.

Qualifications:

4+ years of accounting-focused administrative experience.
Background in finance, billing, or labor compliance.
Proficient in QuickBooks and MS Office (Excel & Outlook).
Detail-oriented with a focus on accuracy.
Multitasking and prioritization skills to meet deadlines

\nCompany Description

Established, privately owned contractor with over 20 years of experience in specialty finishes in the construction industry. Our organization focuses on public works projects, delivering high-quality services for government, military, education, and healthcare facilities. We maintain a collaborative, tight-knit team environment where every employee's contributions directly impact our long-term project success.