Cagwin & Dorward

Payroll/Personnel Assistant Administrator

Job Locations US-CA-Novato
Accounting / Payroll
Salary Range



POSITION SUMMARY: Performs tasks to complete weekly, monthly and quarterly payroll.  Assists Personnel Administration with employee file maintenance.  Assists Human Resource Manager with projects involving compliance research & audits and collecting pending documentation/information from Field Managers.


To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.






  1. Compares Weekly Payroll Hours Sheets against billing sheets for hours balance, prior to entering payroll and forwarding billing forms to the Billing Department.
  2. Contacts associated field personnel to resolve employee and/or hours balance issues utilizing company radio and/or phone communication.

    3. Reconciles Employee Balances with submitted Hours Sheets and confirms employee absence pay/no pay (Vac., P.T.O., Sick, OFF, Leave of Absence, Work Comp). Follows up with associated Manager if imbalance or no supporting documentation is found.

    4. Backup for processing monthly Auto Allowance and Commission Payments.

5 Collates and Reviews Time Cards for Injury Claims.

6. Understands weekly employee Salary Garnishment process, including month end documentation for Accounts Payable payment.

  1. Enters, calculates, prints and distributes Company's weekly payroll.
  2. Back up for balancing, releasing and archiving weekly payroll to appropriate files.
  3. Back up for performing weekly payroll transfers (Direct Deposit, Positive Pay (live payroll checks), 401k Transfer, tax postings and payments).
  4. Posts weekly balances and costing data from the payroll posting file to Company accounting files.
  5. Able to prepare for submission, labor compliance payments and reporting for associated contracts on a weekly, monthly and quarterly basis to prime contractors and government agencies as required.
  6. Able to prepare for submission, apprenticeship requests and payments for associated contracts on a weekly, monthly and quarterly basis to prime contractors and government agencies as required.
  7. Back up for Monthly and Quarterly Payroll File closure and related report generation for CPA.
  8. Assist in department’s Year-end Processes (Employee Payroll Memos, W.S.F., AutoFringe Payroll preparation, Bonus distribution, W-2 distribution).





  • Able to prepare and maintain Personnel records and related databases (ex.: employee G.L.s, W.C. & E.E.O.C. assignment, U.S.C.I.S. employment eligibility, M.V.R.s, Company Phone, etc.).
  • Able to maintain State and Federal required application and employment logs (Affirmative Action Plan and related ADA, EEOC & Veteran's surveys).
  • May maintain records and compile statistical reports concerning personnel related data such as hires, transfers, performance appraisals.
  • Able to review Field submitted applications for completeness and logs accordingly.
  • Able to review DMV Pull Notice Program for M.V.R. checks to determine company driving status, monitors driver’s CA DL expirations & notifies Managers.
  • Back up for review of employment documents (ie: Changes in Status, Records of Counseling, Exit Interviews) to provide direction to Managers in compliance with employment law, company standards & protection from liability.
  • Able to advise managers on company policy matters such as promotions, terminations, disciplinary actions, equal employment opportunity, harassment, and recommend necessary actions.
  • Assists in the preparation of Incident Reports (property damage, vehicle damage and theft), and coordinate resulting Records of Counseling.
  • Able to interview employees for statements.
  • Performs English/Spanish translations.
  • Performs various personnel file
    1. Ability to maintain strict and complete confidentiality.
    2. Possesses strong verbal, written and interpersonal skills.
    3. Ability to successfully address issues in an analytical manner.
    4. Ability to work under pressure in a multitasking environment.
    5. Ability to accurately enter 10 key data for most of the work day.
    6. Ability to stand or sit using office equipment such as computer terminal, copier, calculator and fax machine for extended periods of time.
    7. Ability to lift up to 35 pounds.
    8. Vision abilities for this job include the ability to adjust focus for close vision work using a computer monitor for an 8-hour period of time.


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