Payroll Specialist at McKinstry in Seattle, WA

Description

Position at McKinstry Co., LLC

Build the future, spark innovation and align your career with purpose.

McKinstry is innovating the waste and climate harm out of the built environment and creating lasting impact. Together, we’re building a thriving planet.

Buildings are a leading contributor to the climate crisis, generating nearly 40% of total global energy-related carbon emissions. We’re making a lasting impact on our industry and within our communities by addressing the climate, affordability and equity crises through:

• renewables and energy services
• engineering and design
• construction and facility services

To get where we’re going, we need big thinkers, problem solvers and collaborative mindsets. Does that sound like you?

The Opportunity with McKinstry

McKinstry is looking for a Payroll Specialist to join our Finance and Accounting division in Seattle, WA. The Payroll Specialist is a technically skilled processing professional responsible for executing accurate and timely payroll for assigned employee populations within a complex, multi-application construction payroll environment. This role operates across several integrated systems where data moves continuously between platforms — requiring fast, efficient validation built into every step of the processing workflow. Core responsibilities include weekly payroll processing with embedded data validation, employee data management, instant check processing, union benefit reporting, and employee case resolution. The Payroll Specialist must understand payroll fundamentals deeply enough to work independently, recognize downstream impacts on job costing and the general ledger, and apply digital tools to perform work with speed and accuracy.. Additional responsibilities may include:

PAYROLL PROCESSING

• Collect, review, and validate weekly timekeeping data from field supervisors, time and attendance systems, and employee submissions — verifying pay rates, job classifications, deductions, and overtime rules before each cycle.
• Execute weekly payroll for assigned employee populations including field crews, equipment operators, and office staff, applying prevailing wage rates and union-specific pay rules as applicable.
• Manage all payroll data movement via system imports and exports — preparing, formatting, and validating data files to match each platform's required import template; confirm successful load after each import.
• Perform in-cycle cross-system data validation using multiple systems - identifying and resolving discrepancies in real time before the cycle closes.
• Process all deductions each cycle including health benefits, 401(k) contributions, union dues, garnishments, and involuntary levies.
• Support pre- and post-cycle balancing, exception reporting, and reconciliation tasks each week.

EMPLOYEE DATA MANAGEMENT & VALIDATION

• Perform daily employee data validation — reviewing new hires, terminations, pay rate changes, and deduction updates to confirm all records transferred correctly across integrated HR and time systems.
• Identify and flag discrepancies between integrated applications before each processing cycle; escalate unresolved mismatches to appropriate team members.
• Process new hire setups, terminations, direct deposit updates, and pay rate changes in the payroll system accurately and on time.

INSTANT CHECK PROCESSING

• Process instant (off-cycle) checks independently across all applicable scenario types — including missed wages, termination pays, corrections, retroactive adjustments, and manual overrides — understanding that each situation requires a different data source, calculation method, and import approach.
• Identify the correct source system for each instant check type, extract and reformat data to fit the required import template, and execute the import with accuracy and speed.
• Understand the downstream impact of every instant check on job cost allocation, cost center distribution, and general ledger postings — flagging entries that may create costing or GL discrepancies before processing is finalized.
• Coordinate with designated team members to confirm GL impact and approval on high-risk or high-value instant checks before submission.

UNION REPORTING

• Prepare and submit monthly union benefit contribution reports for all applicable collective bargaining agreements (CBAs), including health, pension, annuity, vacation, and training fund remittances.
• Apply the correct benefit rates, eligibility rules, and wage classifications for each union agreement, referencing CBA documentation to resolve discrepancies.
• Reconcile union remittance amounts against payroll registers and deduction records, ensuring contributions are accurate and submitted to fund administrators on time each month.
• Track and document union reporting activity, maintain organized records by agreement, and escalate CBA interpretation questions appropriately.

EMPLOYEE SUPPORT

• Monitor and manage employee payroll cases in the case management system — acknowledging submissions promptly, maintaining accurate case status, and resolving or escalating within established SLA timelines.
• Respond to employee pay inquiries accurately and professionally; resolve straightforward questions directly and escalate complex matters (overpayments, multi-period corrections, tax discrepancies) with full documentation and context.
• Communicate proactively with employees and field supervisors on open cases, expected resolution timelines, and any information needed to close the case.

What You Need to Succeed at McKinstry

EDUCATION & EXPERIENCE

• Associate's degree or equivalent experience required; Bachelor's degree in Accounting or Business preferred
• 2+ years of payroll processing experience required; construction, union payroll, or multi-system environment strongly preferred
• Experience with system-to-system payroll imports and exports preferred; willingness to develop this capability quickly is required

PAYROLL KNOWLEDGE & COMPETENCIES

• Solid understanding of payroll fundamentals required — wage and hour law (overtime, FLSA, state-specific rules), payroll taxation (federal and multi-state withholding, employer taxes, taxable fringe benefits), garnishment processing (child support, levies, creditor garnishments, priority rules), and payroll accounting concepts (gross-to-net, journal entries, accruals, cost allocation)
• Working knowledge of union payroll — CBA interpretation, trade classifications, prevailing wage rates, and fringe benefit contribution structures
• Understanding of how payroll entries affect job costing, cost centers, and the general ledger — sufficient to identify and flag downstream impacts before finalizing entries
• Familiarity with off-cycle payroll processing across multiple scenario types (missed wages, terminations, retroactive adjustments, corrections)

TECHNICAL & DIGITAL SKILLS

• Advanced Microsoft Excel required — XLOOKUP, INDEX/MATCH, Power Query, conditional formatting, and data manipulation for import template preparation
• Demonstrated ability to use AI-assisted tools (Microsoft Copilot, Claude) to accelerate data validation, format conversions, and repetitive processing tasks
• Proficiency in Microsoft 365 — Teams (coordination and field communication), SharePoint (document management), Smartsheet (workflow and task tracking)
• Experience with case management systems for employee inquiry tracking and resolution
• Experience with or strong aptitude for payroll/ERP platforms (Viewpoint Vista, Sage 300 CRE, CMiC, UKG PRO, UKG WFM, or similar)
• Ability to manage multi-system data flows — identify source systems, extract and reformat data, execute imports, and confirm successful loads

CERTIFICATIONS

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) — preferred
• Microsoft Excel advanced training or Power Query certification — a plus
• Smartsheet Core Product Certification — a plus

PeopleFirst Benefits

When it comes to the basics, we have you covered:

• Competitive pay
• 401(k) with employer match and profit-sharing plan
• Paid time off and holidays
• Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums

People come first at McKinstry, and we go beyond the basic benefits with:

• Family formation benefits, including adoption and IVF assistance
• Up to 16 weeks paid parental leave
• Transgender inclusive benefits
• Commuter benefits
• Pet insurance
• “Building Good” paid community service time
• Learning and advancement opportunities via McKinstry University
• McKinstry Moves onsite gyms or reimbursement for remote workers

See benefit plan documents for complete details.

If you’re driven by our vision to build a thriving planet together, McKinstry is the place to build your career.

The pay range for this position is $34.66 - $50.91 per hour; however, base pay offered may vary depending on job-related knowledge, skills, and experience. A bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered. This role is considered non-exempt and will be paid hourly. Base pay information is based on market location.

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training. This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.

Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role.

#LI-MD1