Payroll/Admin Assistant

Job Description

We are seeking a Payroll/Admin Assistant to join our team! You will perform clerical and administrative functions in order to drive company success.


  • Draft correspondences and other formal documents

  • Answer inbound telephone calls

  • Develop and implement organized filing systems

  • Perform all other office tasks


  • 5+ years minimum experience in certified payroll and office administration

  • Ability to prioritize and multitask

  • Excellent written and verbal communication skills

  • Strong attention to detail

  • Strong organizational skills


  • Phones, filing and copies as needed

  • Insurance certs

  • Monitor office supplies

  • Maintain new job number listing

  • Support to project manager and Field Superintendent


  • New hire paperwork processed

  • Weekly payroll including costing time to proper jobs

  • Weekly payroll taxes

  • Certified payroll reports

  • Quarterly tax reporting

  • Garnishment orders

  • Monthly union reports-General Laborers & Operating Engineers

  • ATF employee questionnaires

  • Year End - W-2s, W-3s

  • Year End - New W-4s out to all employees, and monitor their return

Licenses and permits

  • Maintain renewal of all Explosives and city permits

  • Blaster licenses

  • DOJ certs

  • Maintain UPRR ERailsafe Program for employee's certification.

  • Administer Railroad Education RWG Program for employees.

Accounts Payable support

  • Matching of packing slips to bills

  • Entry of invoices to computer, costing to jobs

  • Reconciling of statements from suppliers

  • Credit Card statements

  • Maintain new job cost number listing

  • Year End-1099s, 1096s

Safety Coordinator Support

  • Maintain PICS and ISN standing

  • Keep Safety Manual updated

  • Administration of drug testing and reporting

  • Create agenda, attend and document quarterly safety meetings.

  • Distribute minutes of the meeting to employees

  • Obtain refreshments for meeting

  • Distribute monthly safety newsletter to foreman and monitor the return of the quizzes

  • Maintain OSHA Logs

  • Keep Employee/Employer posters updated

  • Order and track PPE

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