Payroll Specialist/Controller Assitant

Role Summary

The Payroll Specialist / Controller Assistant is responsible for ensuring accurate, timely, and compliant payroll processing for the organization, including reviewing timesheets, processing payroll, managing payroll tax requirements, and maintaining employee payroll records. This role also supports the accounting function by handling accounts payable and accounts receivable activities, such as processing and organizing vendor invoices, assisting with new vendor setup, preparing and distributing customer invoices, and supporting collection efforts to ensure timely receipt of payments.

Core Responsibilities

Timesheet Review

• Reviews employee timesheets for accuracy, completeness, and proper approval.

• Verifies hours worked, overtime, PTO, and applicable job or cost codes.

• Identifies and resolves timesheet discrepancies while ensuring payroll deadlines are met.

Payroll Processing & Compliance

• Processes payroll accurately and on schedule for hourly and salaried employees.

• Assists with payroll reporting and reconciliation activities while ensuring compliance with applicable payroll regulations.

• Process payroll tax and garnishments each week.

Employee Payroll Records

• Maintains accurate, complete, and confidential employee payroll records.

• Updates records for new hires, terminations, pay changes, and deductions.

• Responds to employee questions and ensures payroll documentation is properly retained.

Accounts Payable

• Manage and organize the Accounts Payable email inbox.

• Manage new vendor and subcontractor setup, ensuring all required documents are received.

• Enters and processes credit card transactions and vendor invoices in Spectrum.

Accounts Receivable

• Distribute monthly billing and communicate with customers regarding payment status.

• Monitor outstanding receivables and follow up to ensure timely payment.

• Assist with collection efforts and customer account inquiries as needed.

Key Measurables

• Completeness and approval compliance of employee timesheets

• Accuracy and timeliness of payroll processing

• Payroll tax and workers’ compensation compliance

• Accounts Payable email inbox organization and vendor setup accuracy

• Communication with customers on billing and timely collection of payments

Qualifications

• Education:

o High School Diploma or GED required.

o Bachelor’s Degree in Accounting, Finance, or Business Administration strongly preferred.

• Experience:

o Minimum of 3 years of payroll, accounting, bookkeeping, or related experience.

o Experience of payroll processing operations and knowledge of federal and state payroll regulations and garnishments.

o Accounts payable, accounts receivable, and collections experience.

• Other Skillsets:

o Professional, organized, and solutions-driven with strong attention to detail and a numbers-driven mindset.

o Ability to handle confidential information with professionalism and discretion.

o Ability to prioritize multiple deadlines in a fast-paced environment.