Administrative Assistant

🔥 12 hours ago

🏄 California – Remote

🏄 California – Remote

💵 $30 - $45 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

🦅 H1B Visa Sponsor

This company has sponsored H1B visas in the past.

👻 Ghost score 1%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Willdan

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

Founded 1964

💼 Consulting

🏗️ Construction

🏥 Healthcare

💰 Grant on 2017-12

Consulting • Construction • Healthcare

Willdan is a company dedicated to transitioning communities to clean energy and a sustainable future. With over 60 years of experience, they provide innovative solutions and engineering services focused on energy efficiency, sustainability, and program administration. Their expertise spans various sectors, including utilities, government, healthcare, and education, offering customized solutions for energy planning, design, financial consulting, and advanced software applications.

📋 Description

• Manage and maintain certified payroll compliance for projects with certified payroll requirements • Review contract, agency, and project requirements at startup and identify required forms, systems, submission schedules, and supporting documentation • Set up jobs in the internal compliance tracking system and maintain job files • Send contractor welcome packets and collect and evaluate startup documentation • Coordinate with Operations and project teams to ensure subcontractor setup and compliance documentation are completed before work begins • Set up subcontractors and lower-tier subcontractors in applicable systems, including LCPtracker • Provide support and training to subcontractors on certified payroll requirements, documentation, and reporting systems • Review and verify certified payroll reports for accuracy and compliance, and coordinate corrections • Maintain and track complete certified payroll compliance files, including weekly payroll reports, monthly documents, recurring requirements, and closeout documentation • Conduct weekly and periodic reviews to identify missing, incomplete, inaccurate, or delinquent submissions and follow through on resolution • Evaluate monthly and agency-specific compliance documentation and issue missing or delinquent item reports • Review subcontractor compliance status with Accounting and identify requirements for payment release • Monitor certificates of insurance, business licenses, and contractor licenses for expiration • Track submission deadlines, escalate risks, and coordinate issue resolution with project managers and compliance personnel • Assist with compliance documentation for audits, agency reviews, internal reporting, and client requests • Collect and evaluate closeout documentation and close subcontractors and jobs in applicable systems • Stay current with California prevailing wage regulations and LCPtracker enhancements • Maintain organized digital and physical compliance records • Perform other administrative duties supporting compliance and project management teams

🎯 Requirements

• Minimum of five years of certified payroll experience • Experience administering certified payroll for California public works is required • Experience using LCPtracker is preferred • Experience preparing and submitting California Department of Industrial Relations electronic Certified Payroll Reports (DIR eCPRs) is preferred • Ability to identify upcoming deadlines, missing documentation, expiring credentials, and compliance risks proactively • Ability to interpret and administer certified payroll requirements for public agencies, clients, and agency-specific systems • Ability to communicate professionally with Operations, Accounting, project teams, subcontractors, and other departments • Judgment to ask timely questions, identify appropriate resources, and research requirements independently • Strong knowledge of California Prevailing Wage Law, DIR reporting, and labor compliance regulations • Excellent attention to detail, organizational skills, and time management abilities • Strong communication skills • Proficiency in Microsoft Office Suite (Excel, Word, Outlook) • Experience with construction or engineering firms managing multiple public works contracts • Certification or coursework in labor compliance, construction management, or public works administration • Ability to prioritize multiple projects and tasks • Ability to collaborate with a wide range of stakeholders and deliver excellent customer service • Ability to work effectively in a fast-paced, evolving, entrepreneurial work environment • Ability to travel as needed

🏖️ Benefits

• Equal opportunity employer • Reasonable accommodation for disabilities during the application and hiring process • E-Verify participation