Payroll and Accounting Specialist

Job Title: Payroll & Accounting Specialist

Job Summary:

We are seeking a detail-oriented and organized Payroll & Accounting Specialist to join our finance team. In this dual role, you will manage the full cycle of customer billing and collections while ensuring accurate, timely processing of employee payroll. The ideal candidate possesses strong numerical acumen, excellent communication skills, and a deep understanding of accounting principles and payroll regulations.

Key Responsibilities: Accounts Receivable (50%)

• Invoicing: Generate and distribute accurate invoices, billing statements, and credit memos to customers, including AIA payment applications, sworn statements and waivers.
• Payment Processing: Post daily customer payments via ACH, checks, credit cards, and wires to the subledger.
• Collections: Monitor aging reports and conduct polite, professional collection calls or emails for overdue accounts.
• Dispute Resolution: Research and resolve customer billing discrepancies, short payments, and unapplied cash.
• Account Maintenance: Maintain accurate customer master files, credit limits, and payment histories.

Payroll Processing (50%)

• Time Tracking: Collect, verify, and reconcile employee timecards, hours worked, and PTO requests.
• Payroll Execution: Process regular payroll (hourly and salaried) in compliance with federal, state, and local laws.
• Data Management: Update payroll profiles for new hires, terminations, rate changes, and direct deposit setups.
• Deductions: Calculate and process voluntary and involuntary deductions, including healthcare, 401(k), and garnishments.
• Benefit Administration: Enroll new employees, remove terminated employees, and confirm accuracy of benefit invoices.
• Reporting & Tax: Prepare payroll tax filings, W-2 reconciliations, and internal labor cost reports for management.

Qualifications & Skills

• Education: Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field (preferred).
• Experience: 2–4 years of experience explicitly handling accounts receivable and payroll processing.
• Software Proficiency: Proficient in Google Workspace, online platforms, and ERP systems, especially Dynamics Great Plains.
• Spreadsheets: Advanced proficiency in Microsoft Excel (VLOOKUPs, pivot tables, and data formatting).
• Compliance: Strong working knowledge of wage-and-hour laws, payroll tax regulations, and basic GAAP.
• Soft Skills: High level of confidentiality, strong organizational habits, and excellent conflict-resolution skills.

Benefits

• Job Type: Full-time, On-Site
• Benefits: Health, dental, and vision insurance; 401(k); paid time off (PTO).

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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. The employee is occasionally required to stand. The employee is required to use a computer, phone and other office equipment.

WORK ENVIONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet.

CONFIDENTIALITY

The nature of the work may involve handling sensitive and personal information, which must be kept strictly confidential. Information should not be shared with unauthorized persons, nor should it be used for personal gain. Violation of this requirement will not be tolerated.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Describe your Excel experience: (1) What is your skill level? (2) What percent of your work day is spent using Excel?

Experience:

• Microsoft Excel: 2 years (Required)

Work Location: In person