Union Payroll Administrator

Job Title: Union Payroll Administrator Job Description
The Union Payroll Administrator oversees end-to-end weekly payroll processing for union construction employees, ensuring accurate timesheet entry, compliant tax filing, and precise handling of complex union payroll requirements. This role maintains employee payroll records, coordinates closely with other departments to ensure data integrity, and provides timely reporting to management while supporting employees with clear, professional payroll communication.
Responsibilities
- Review, verify, and enter employee timesheets each week, including regular hours, overtime, and double time as applicable.
- Prepare and process weekly payroll for approximately 70+ union employees, ensuring accuracy of all approved timesheets.
- Track and deduct garnishments and other special payroll deductions in accordance with applicable regulations and company policies.
- Process employee paychecks and direct deposits, ensuring timely and accurate payment.
- Answer and clarify employee inquiries related to payroll, providing professional and customer-focused support.
- Investigate and respond to payroll errors by reviewing past records and making wage corrections or adjustments when necessary.
- Coordinate with other departments to ensure proper flow and maintenance of employee data within the payroll system.
- Administer the electronic timekeeping system, including setting up new employees, monitoring submission of approved timesheets, and ensuring valid data transfers to and from the payroll service.
- Establish and maintain accurate employee payroll records, ensuring that changes are entered correctly and on a timely basis.
- Review employee changes for proper authorization and adherence to company policies and federal, state, and local regulations.
- Provide management with weekly payroll reports and other payroll-related information as needed.
- Ensure timely filing of federal, state, and local payroll taxes.
- Complete year-end reporting, including preparation of employee W-2 forms and employer W-3 forms.
- Utilize union payroll software and related ERP systems, including TRACK, Excel (pivot tables), and Vista, to support payroll processing and reporting.
- Maintain confidentiality and exercise discretion in handling sensitive payroll and employee information.
- Work under deadlines and pressure while maintaining a high level of accuracy and attention to detail.
Essential Skills
- 35 years of payroll experience, preferably in a dedicated payroll office.
- Construction union payroll experience, with strong understanding of union rules and related complexities.
- Hands-on experience using TRACK union payroll software.
- Strong understanding of the flow of transactions in an integrated and automated payroll accounting system.
- Ability to maintain confidentiality and exercise extreme discretion with sensitive information.
- Excellent problem-solving and judgment skills, with high attention to detail and accuracy.
- Strong organizational skills and ability to manage multiple deadlines in a fast-paced environment.
- Proficiency with Excel, including pivot tables, and familiarity with ERP systems such as Vista.
- Ability to communicate clearly and professionally with employees and internal stakeholders regarding payroll matters.
Additional Skills & Qualifications
- 4+ years of experience in a payroll office is highly preferred.
- Union construction payroll experience is highly preferred.
- TRACK union payroll system experience is highly preferred.
- Solid administrative or office experience within a construction company or strong understanding of union environments.
- Proactive, motivated, and team-oriented mindset with strong interpersonal skills.
- Comfort working in a growing organization with evolving processes and expanding project portfolio.
- Ability to thrive in a family-style, collaborative environment while supporting a company that is consistently investing and making strategic moves.
Work Environment
The role is based in a traditional suburban corporate office located in Frankfort, which serves as the original corporate headquarters and houses much of the corporate accounting team. The company also operates a newer office in Crown Point to support significant project activity in the Northwest Indiana market, and team members from corporate periodically visit that location. The environment is professional yet family-style, with a culture that emphasizes respect, hard work, and rewarding employees who perform well. The organization is steadily growing, taking on more union construction projects, and investing in modern systems such as TRACK union payroll software, Excel (including pivot tables), and Vista ERP. Employees receive thoughtful support and benefits, including per diem in addition to hourly pay when traveling, reflecting a commitment to taking care of the team. Dress expectations align with a standard professional office setting.
Job Type & Location
This is a Contract to Hire position based out of Frankfort, IL.
Pay and Benefits
The pay range for this position is $24.83 - $33.25/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract to Hire position based out of Frankfort, IL.
Application Deadline
This position is anticipated to close on Nov 12, 2026.
Workplace Type
This is a fully onsite position in Frankfort,IL.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.