Payroll & Accounts Receivable Specialist

Job Title: Payroll & Accounts Receivable Specialist       

 Reports to: HR & Office Mgr

Pay Range: $23.50 to $26.00/hour DOE                Full-time (Year-Round, Benefits Eligible)

Job Summary:

 The Payroll & Accounts Receivable Specialist is a year-round position which focuses on payroll processing and varied accounts receivable activities. This role is responsible for accurate and timely processing of weekly employee paychecks, managing payroll records, and ensuring compliance with tax and legal regulations. Responsibilities also include collecting timekeeping information, calculating wages and deductions, issuing paychecks, setting up customer accounts, invoicing customers, posting payments, and preparing payroll and accounts receivable reports.

Essential Functions:

 ·      Sets up new employees in the company’s payroll and timekeeping systems, handles employee pay, position, and status changes updates, plus updates other pertinent employee information in our payroll system.

·      Reviews, audits, and validates accuracy of employee timesheet data, and works to resolve anomalies and discrepancies.

·      Plays a role in the calculation and tax deposits of various state and federal payroll taxes, as well as quarterly payroll, tax, and unemployment reporting.

·       Responds to employees’ inquiries regarding their paychecks, including any questions on possible deductions, accruals, and other payroll-related information they may require. Resolves any payment issues in a timely manner.

·      Completes various written or verbal verifications of employment requests, and completes various unemployment wage or hour verifications. 

·      Submits 401k, and HSA contribution amounts to carrier partners after each payroll.

·      Plays a role in various regulatory audits involving payroll data or payroll-related information such as worker’s compensation audits, and 401k compliance audits.

·      Prepares payroll and accounts receivable summaries/aging, reports, and other related data reporting.

·      Investigates and resolves billing disputes in a professional and timely manner, issues credit memos as needed.

·      Generates accurate invoices & sends them out to respective customers in a timely manner based on sales purchase orders and shipping paperwork.

·      Posts customer payments to accounts and may prepare bank deposits.

·      Sets up new customer accounts and runs customers through credit application process.

Required or Preferred Skills and Abilities:

o  English-Language (Reading, Speaking & Writing) proficiency is required; Spanish-Language proficiency is preferred.

o  Valid Driver’s License is required.

o  Strong communication skills with the ability to communicate with all levels of team members is required.

o  Ability to maintain confidentiality.

o  Critical and Analytical thinking skills, and problem solving abilities to be able to make reasonable determinations and conclusions based on data and best payroll and accounting practices.

o  Familiarity with accounting principles.

o  Ability to utilize computerized accounting, timekeeping, HRIS, and Payroll systems.

o  Ability and willingness to research new regulations, laws, and processes.

o  Commitment to continuous learning of new skills, plus an ongoing focus on process improvement.

Education and Experience: 

·       Associate’s Degree in Accounting, Business, Finance, or closely related discipline is required.

·       A minimum of 1 year or related payroll and accounting experience is required; 5 or more years of related experience is preferred.

·       Experience with Microsoft Office Products, including Excel, Outlook, and Word is required.

·       Experience working in an office, or a professional work setting is required.

Physical Requirements:

 The physical demands represented here are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel objects, reach with hands and arms, and to stand, walk, bend or lift up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus. Manual dexterity for the regular use of hands for typing, coding accounting or payroll information, handling files and operating various office machines is required. May spend long hours in sitting at a computer, viewing a computer monitor.

o  Valid Driver’s License is required.

o  Strong communication skills with the ability to communicate with all levels of team members is required.

o  Ability to maintain confidentiality.

o  Critical and Analytical thinking skills, and problem solving abilities to be able to make reasonable determinations and conclusions based on data and best payroll and accounting practices.

o  Familiarity with accounting principles.

o  Ability to utilize computerized accounting, timekeeping, HRIS, and Payroll systems.

o  Ability and willingness to research new regulations, laws, and processes.

o  Commitment to continuous learning of new skills, plus an ongoing focus on process improvement.

Education and Experience:

 ·       Associate’s Degree in Accounting, Business, Finance, or closely related discipline is required.

·       A minimum of 1 year or related payroll and accounting experience is required; 5 or more years of related experience is preferred.

·       Experience with Microsoft Office Products, including Excel, Outlook, and Word is required.

·       Experience working in an office, or a professional work setting is required.

Physical Requirements:

 The physical demands represented here are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel objects, reach with hands and arms, and to stand, walk, bend or lift up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus. Manual dexterity for the regular use of hands for typing, coding accounting or payroll information, handling files and operating various office machines is required. May spend long hours in sitting at a computer, viewing a computer monitor.