Administrative Assistant - Certified Payroll

We are seeking a highly organized, detail-oriented Administrative Assistant - Certified Payroll to administer certified payroll compliance across commercial construction projects in California. This position requires a thorough understanding of California prevailing wage requirements.

The successful candidate will bring the knowledge, judgment, and organizational skills to independently manage a high volume of certified payroll work with accuracy and consistent follow-through. This individual must establish clear priorities, move effectively between projects, and manage competing deadlines while maintaining consistent communication and collaborating closely with management and the project team. Management and project teams must be able to rely on this person’s review, assessment of subcontractor compliance status, and timely identification of outstanding issues.

A central responsibility is assisting subcontractors and lower-tier subcontractors with varying levels of certified payroll experience. This individual must be able to support experienced payroll professionals and guide those who are new to the process through initial setup, required forms, reporting systems, and submission procedures. A strong command of the subject matter and the ability to explain requirements clearly and patiently are essential.

This role requires articulate, professional communication by phone and email, along with the ability to provide accurate, confident answers to internal and external stakeholders regarding project requirements, subcontractor compliance status, outstanding items, and next steps.

Essential Duties and Responsibilities

• Review project and agency requirements at startup to identify required forms, reporting systems, submission schedules, and supporting documentation.
• Establish each project in the internal compliance tracking system and maintain a complete, organized compliance file from startup through closeout.
• Coordinate with project teams to identify subcontractor and lower-tier subcontractor activity, send welcome packets, and collect and evaluate startup documentation before work begins.
• Set up subcontractors and lower-tier subcontractors in the reporting systems required by the applicable project or agency.
• Review certified payroll reports and supporting documentation for accuracy, completeness, and compliance with applicable prevailing wage and project requirements, including classifications, wage rates, fringe benefits, and hours; identify discrepancies and coordinate corrections.
• Track weekly payroll reports, monthly forms, agency-specific documents, and other recurring requirements; identify missing, incomplete, inaccurate, or delinquent submissions and follow through on corrective actions until resolved.
• Stay current with California prevailing wage requirements and updates to the certified payroll reporting platforms used for assigned projects.
• Provide hands-on training and support tailored to subcontractors’ and lower-tier subcontractors’ experience, including explaining certified payroll, the purpose and completion of required forms, initial setup, reporting system registration, and submission procedures.
• Assist subcontractors with reporting system questions and payroll corrections, communicating requirements patiently and clearly while maintaining expectations for accurate and timely submissions.
• Assess subcontractor compliance status, maintain current tracking records, and provide accurate, verified reports and answers to internal and external stakeholders regarding outstanding items, corrections, deadlines, and next steps.
• Review subcontractor compliance status with accounting to identify subcontractors that have satisfied applicable compliance requirements for payment release and communicate unresolved items.
• Prepare and organize documentation for audits, agency reviews, internal reporting, and client requests.
• Collect and evaluate project and subcontractor closeout documentation, confirm outstanding requirements have been satisfied, and close records in the applicable systems.
• Independently prioritize and manage a high volume of daily and weekly work across multiple projects, adjusting to competing deadlines and urgent requests while maintaining accuracy, reliable tracking, and follow-through.
• Communicate professionally by phone and email and collaborate with management, project teams, accounting, subcontractors, and other stakeholders to resolve compliance issues.
• Exercise sound judgment in resolving routine issues; keep management informed of workload constraints and approaching deadlines, and escalate repeated non-responsiveness, unresolved discrepancies, and complex concerns.
• Identify recurring issues and recommend practical improvements to communication, documentation, and workflow.
• Perform other administrative duties as assigned to support the compliance and project management teams.

Job Requirements / Qualifications:

• Miniimum of five years of experience in California commercial construction or California Public Works.
• Expert-level proficiency and three to five years of hands-on experience with LCP Tracker and California DIR ECPR. Elation and PRISM are a bonus.
• Experience supporting compliance reviews, audits, and resolution of payroll discrepancies.
• Thorough understanding of certified payroll administration from onboarding through closeout, California prevailing wage requirements.
• Ability to explain certified payroll requirements, forms, and reporting processes clearly and patiently to subcontractors and lower-tier subcontractors with varying levels of experience, including those new to certified payroll.
• Exceptional attention to detail, organizational skills, and the ability to manage a high volume of work accurately across multiple projects and competing deadlines.
• Sound judgment in establishing priorities, identifying discrepancies, assessing compliance status, resolving routine issues, and recognizing when management involvement is needed.
• Strong professional communication skills by phone and email, including the ability to provide accurate, well-supported answers and compliance updates to internal and external stakeholders.
• Ability to manage assignments independently and follow issues through completion while maintaining consistent communication and collaborating with management and the project team.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to use AI tools to support drafting, organization, and day-to-day productivity while verifying accuracy; professional discretion in protecting confidential payroll and employee information.

EEO Non-Discrimination and ADA Reasonable Accommodation StatementWilldan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

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