Payroll Specialist

Located in Mundelein, IL

Payroll Specialist 

About the Company

A long-established, family-owned company specializing in construction projects, located in Mundelein. 

Position Overview

The Payroll Specialist is responsible for managing weekly union payroll, ensuring compliance with federal and state regulations, and supporting a wide range of administrative and reporting functions. This role requires exceptional accuracy, strong organizational skills, and the ability to shift quickly between tasks in a fast-paced environment.

The ideal candidate is experienced with certified payroll reporting, union reporting, and Microsoft Office (especially Excel), and is comfortable handling confidential information.

Key Responsibilities

Payroll Processing

• Process weekly union payroll for employees across active projects.

• Compile and enter hours into Excel and upload to payroll software.

• Review timecard edit reports, prepare summaries for manager approval, and calculate payroll checks.

• Print, sort, and prepare checks for distribution.

• Close payroll periods and run weekly reports.

• Pay weekly federal/state withholding taxes and wage assignments.

• Generate certified payroll reports (IDOL, WH-347, LCP Tracker) and upload as required.

• Process new field employee onboarding, including I-9 verification, E-Verify, union verification, and new hire reporting.

• Enter new employees into payroll software and maintain employee files.

• Manage wage assignments, child support, and other deductions.

• Track work authorization expirations and re-verify as needed.

• Handle background checks and drug testing when required.

• Prepare diversity, residency, and apprentice reports when required by projects.

• Complete unemployment notices, verification of employment requests, and state/federal audit requests.

• Conduct quarterly I-9 audits and maintain compliance with DHS retention rules.

• Manage OSHA logs (300/300A/301) and workers’ compensation documentation.

• Prepare monthly union fringe and dues reports and remit payments.

• Maintain spreadsheets tracking all union payments.

• Notify unions of project start dates and weekend/holiday work hours.

• Maintain and update safety manuals and SDS documents.

• Scan and organize weekly safety logs and Toolbox Talks.

• Assist with accounts payable as needed and become cross-trained for coverage.

• Support prime bid preparation and related procedures.

Work Schedule & Benefits

• Standard schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

• Rare overtime.

• Vacation accrual: 1 day per month in the first year (up to 10 days).

• Health insurance available

• Salary based on experience; merit-based increases and bonuses.

Qualifications

• Experience with certified payroll (USDOL/IDOL)

• Familiarity with union reporting and E-Verify

• Strong Excel and Microsoft Office skills

• Excellent organizational skills and attention to detail

• Ability to manage confidential information

• Comfortable working in a fast-paced environment with shifting priorities

• Prior experience in construction payroll or union payroll strongly preferred

Apply Now