Job Description

Job Description

Position Overview
The Accountant / Payroll / AP Specialist will play a critical role in ensuring the financial and administrative operations of the company run smoothly and accurately. Reporting to the CFO and working closely with senior leadership, this role combines core accounting functions with project coordination support and an opportunity to learn billing processes.

Key Responsibilities
Bookkeeping & Payroll:

• Perform daily bookkeeping tasks, including entering financial transactions, reconciling bank statements, and managing the general ledger.
• Process bi-weekly or semi-monthly payroll for all staff accurately and in a timely manner.
• Ensure payroll records are complete and up-to-date, including time tracking, paid time off, benefits deductions, and compliance reporting.
• Maintain employee records in payroll software and coordinate with HR as needed for new hires or changes.

Accounts Payable (AP):

• Receive, verify, and process vendor invoices and payment requests.
• Match purchase orders with invoices and ensure proper approvals are obtained.
• Prepare and process check runs, ACH payments, and credit card transactions.
• Maintain and reconcile AP aging reports and communicate with vendors regarding payment status.

Project & Administrative Support:

• Maintain open items logs and update action item trackers to assist the CFO and senior leadership in managing tasks and project timelines.
• Maintain and Coordinate timesheets from agents on the field and in office for billing.
• Assist in preparing internal and external financial status reports for project and executive review.
• Help coordinate with client agencies , vendors, and subcontractors to resolve discrepancies or outstanding issues.
• Provide administrative support for contract billing, audits, and funding compliance , with cross-training opportunities available in billing.

Qualifications:

• BS in Accounting.
• Minimum 3–5 years of experience in bookkeeping, payroll, and accounts payable functions.
• Knowledge of Ajera or a similar time keeping software.
• Proficiency in accounting software (e.g., QuickBooks, ADP, Paychex, or similar systems).
• Strong working knowledge of Microsoft Excel.
• Ability to manage time effectively, multitask, and prioritize responsibilities in a fast-paced environment.
• High level of attention to detail and a commitment to accuracy.
• Excellent interpersonal and communication skills – both written and verbal.
• Experience supporting project-based environments or working in construction, engineering, or professional services a plus.
• This is an On-Site position. The candidate must be able to commute to Mineola on a daily basis.