Administrative Assistant – Certified Payroll

🔥 1 hour ago

🏄 California – Remote

🏄 California – Remote

💵 $40 - $46 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

🦅 H1B Visa Sponsor

This company has sponsored H1B visas in the past.

👻 Ghost score 0%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Just posted.
• Jobs at this company usually fill in 28 days.

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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

• Review project and agency requirements at startup to identify required forms, reporting systems, submission schedules, and supporting documentation • Establish projects in the internal compliance tracking system and maintain organized compliance files through closeout • Coordinate subcontractor and lower-tier subcontractor activity, send welcome packets, and collect and evaluate startup documentation • Set up subcontractors in applicable reporting systems • Review certified payroll reports and supporting documentation for accuracy, completeness, classifications, wage rates, fringe benefits, hours, and prevailing-wage compliance • Track weekly payroll reports, monthly forms, agency-specific documents, and recurring requirements; identify and resolve missing, inaccurate, incomplete, or delinquent submissions • Stay current with California prevailing wage requirements and certified payroll reporting platforms • Provide hands-on training and support to subcontractors and lower-tier subcontractors • Assist with reporting-system questions and payroll corrections • Assess subcontractor compliance status and provide verified reports and updates to stakeholders • Coordinate with accounting to identify subcontractors meeting compliance requirements for payment release • Prepare documentation for audits, agency reviews, internal reporting, and client requests • Collect and evaluate closeout documentation and close records in applicable systems • Independently prioritize high-volume daily and weekly work across multiple projects and competing deadlines • Communicate with management, project teams, accounting, subcontractors, and other stakeholders to resolve compliance issues • Escalate repeated non-responsiveness, unresolved discrepancies, and complex concerns • Identify recurring issues and recommend improvements to communication, documentation, and workflow • Perform other administrative duties as assigned

🎯 Requirements

• Minimum 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 • Experience supporting compliance reviews, audits, and resolution of payroll discrepancies • Thorough understanding of certified payroll administration from onboarding through closeout and California prevailing wage requirements • Ability to explain certified payroll requirements, forms, and reporting processes clearly and patiently to subcontractors and lower-tier subcontractors • Exceptional attention to detail and organizational skills • 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 • Ability to manage assignments independently and follow issues through completion • 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 • Elation and PRISM are a bonus

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