Payroll & AP/AR Specialist

About Us

We are a professional human resources and staffing firm based in Milford, CT, specializing in life sciences, healthcare, hospitality, finance, and municipal operations. Our team provides recruiting, HR services, payroll solutions, workforce management, and back-office support to a diverse client base.

Position Overview

We are seeking an experienced Bookkeeper / Payroll & AP/AR Specialist to manage daily financial operations across multiple business entities. This hands-on position is responsible for bookkeeping, accounts payable, accounts receivable, payroll processing, reconciliations, and financial reporting.

The ideal candidate is highly organized, detail-oriented, and comfortable working independently within a small, collaborative office. Strong experience with QuickBooks and ADP is essential.

Key Responsibilities

Bookkeeping and Financial Operations

• Maintain accurate financial records and general ledger entries for multiple business entities.
• Record and reconcile financial transactions, including cash receipts, disbursements, and bank activity.
• Complete monthly bank and account reconciliations and investigate discrepancies.
• Support month-end and year-end closing activities.
• Prepare financial reports, account summaries, and cash flow updates for leadership.
• Coordinate with the company’s external CPA on tax documentation, financial reporting, and compliance.
• Assist with preparing and processing Forms 1099 and 1096.
• Maintain organized financial records and protect confidential company and employee information.

Accounts Payable

• Process vendor invoices, expense reports, and other company payments.
• Verify invoice accuracy, appropriate coding, and necessary approvals.
• Schedule payments and manage weekly check runs or electronic disbursements.
• Reconcile vendor statements and resolve billing discrepancies.
• Respond to vendor inquiries and maintain accurate payment records.
• Monitor upcoming obligations and support effective cash flow management.

Accounts Receivable

• Generate and distribute accurate client invoices in a timely manner.
• Monitor outstanding balances, aging reports, and collections activity.
• Process and record client payments, including checks, credit cards, and electronic transfers.
• Reconcile customer accounts and resolve billing discrepancies.
• Collaborate with recruiting, operations, and leadership teams to ensure accurate client billing.
• Follow up on overdue invoices and maintain organized accounts receivable records.

Payroll Administration

• Process payroll accurately and on schedule through ADP.
• Maintain payroll records and verify employee information, pay rates, deductions, and tax details.
• Calculate and process bonuses, commissions, reimbursements, and other compensation adjustments.
• Monitor paid time off, sick time, and other leave accruals.
• Reconcile payroll activity with QuickBooks and financial records.
• Assist with payroll tax documentation, reporting, and multistate registrations as needed.
• Respond to employee payroll inquiries and resolve discrepancies promptly.
• Coordinate with leadership, HR, and external partners to support payroll compliance.

Qualifications

• Three or more years of experience in bookkeeping, accounts payable, accounts receivable, and payroll administration.
• Strong proficiency in QuickBooks and ADP, including ADP RUN or Workforce Now.
• Experience maintaining general ledgers, completing bank reconciliations, and preparing financial reports.
• Working knowledge of payroll procedures, tax documentation, and financial recordkeeping.
• Proficiency in Microsoft Excel and Microsoft 365.
• Strong attention to detail, organizational skills, and ability to manage competing deadlines.
• Ability to work independently, handle sensitive information, and communicate effectively with employees, vendors, clients, and leadership.
• Experience supporting multiple business entities or EINs preferred.
• Bachelor’s degree in accounting, finance, or a related field preferred.

Compensation and Benefits

• Annual salary: $60,000–$70,000, depending on experience.
• Health, dental, and vision insurance.
• Paid time off, sick time, and paid holidays.
• 401(k) contributions.
• Life insurance.
• Charitable matching opportunities.

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