The Payroll Specialist at Ferndale Electric is responsible for accurately processing payroll and fringe benefits for both union and non-union employees. This position ensures timely and compliant payroll submissions, reporting, and payment of all taxes and union fringes. The Payroll Specialist works closely with Human Resources and the Accounting Department, supports payroll-related audits and reporting, and ensures accuracy in employee records and deductions.

The Payroll Specialist serves a critical role in maintaining compliance with union agreements, prevailing wage requirements, certified payroll obligations, payroll tax regulations, and labor reporting requirements while supporting the financial and operational objectives of Ferndale Electric.

1. Payroll Processing

• Prepare and process weekly payroll for all employees, including union and non-union staff.
• Print payroll checks and reports, verify time entries, and resolve discrepancies prior to processing.
• Process payroll adjustments, corrections, and special payroll transactions as required.
• Prepare certified payroll reports as required by contracts, customers, and government agencies.
• Ensure payroll is processed accurately and within established deadlines.

2. Reporting and Compliance

• Generate and file weekly, monthly, quarterly, and year-end payroll tax reports.
• Prepare and submit 401(k) reports and payments monthly.
• Complete and file MESC forms and employment verifications as needed.
• Prepare and distribute annual W-2 forms and support year-end payroll processing activities.
• Maintain payroll records in accordance with federal, state, union, and company record retention requirements.
• Support payroll-related audits and compliance reviews.

3. Union Fringe and Deduction Management

• Prepare and process weekly and monthly fringe reports for multiple union locals.
• Submit timely payments for fringe benefits and ensure accurate fringe tracking by local.
• Prepare and input accounts payable related to garnishments and other payroll deductions.
• Ensure union fringe obligations are paid accurately and within required deadlines.
• Maintain accurate records supporting fringe benefit reporting and payments.

4. Union Compliance & Labor Relations Administration

• Maintain current collective bargaining agreements and related union documentation for all applicable local unions.
• Monitor contract expiration dates, wage allocations, fringe benefit changes, and other contractual updates.
• Maintain and update union wage rates, fringe benefit rates, and payroll deductions within company systems.
• Communicate wage and fringe benefit changes to the Executive Team, Accounting Department, and other affected personnel.
• Prepare, submit, and maintain Letters of Assent and other required union participation documents.
• Maintain current union contact information, reporting requirements, and administrative records.
• Assist with the administration of reciprocity requests and related documentation when required.
• Support union payroll audits, fringe audits, and labor compliance reviews by providing requested records and documentation.
• Maintain records of union classifications, contribution requirements, and reporting obligations.
• Coordinate with Human Resources and management regarding union membership status, benefit eligibility, and payroll-related union matters.
• Stay informed of changes to union agreements and labor requirements that may impact payroll processing or company compliance.
• Maintain a master schedule of union wage allocations, fringe benefit changes, and effective dates to ensure payroll systems are updated accurately and timely.
• Coordinate implementation of new collective bargaining agreement provisions, wage allocations, and fringe benefit changes within payroll and accounting systems.
• Maintain records required to support prevailing wage, certified payroll, and labor compliance reporting requirements.
• Assist management with labor compliance documentation requests from owners, general contractors, government agencies, and union organizations.
• Maintain reciprocity records and supporting documentation to ensure accurate fringe benefit administration across jurisdictions.
• Maintain payroll and labor records necessary to support audits, certified payroll requests, prevailing wage verification, and historical labor inquiries.

5. Injury and Separation Reporting

• Process employee injury reports and submit required documentation to insurance carriers.
• Maintain the MIOSHA log for all job-related injuries and assist with safety reporting requirements.
• Prepare layoff checks for union personnel and complete separation documentation.
• Coordinate payroll-related documentation associated with employee separations.

6. Time Tracking and Leave Management

• Track sick, personal, and vacation time for all non-union employees accurately.
• Maintain consistent leave records and ensure time off policies are followed.
• Support management with payroll-related leave tracking and reporting.

Qualifications & Skills

• Prior experience in electrical construction payroll preferred.
• Strong understanding of union payroll requirements, collective bargaining agreements, fringe benefit administration, certified payroll, prevailing wage requirements, and labor compliance reporting.
• Proficient in payroll software, Microsoft Excel, and accounting systems.
• Strong understanding of payroll tax reporting and compliance requirements.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and communication skills.
• Ability to meet strict deadlines and manage sensitive information confidentially.
• Ability to work effectively with employees, management, union representatives, government agencies, and external auditors.

Professional Expectations

• Maintain confidentiality and integrity in handling employee and company information.
• Demonstrate professionalism and responsiveness in all internal and external interactions.
• Maintain a high level of accuracy and attention to detail.
• Proactively communicate payroll, union, and compliance-related matters to appropriate stakeholders.
• Support Ferndale Electric's culture, values, and commitment to continuous improvement.
• Take ownership of payroll compliance, reporting accuracy, and labor-related administrative requirements.