Job Summary

The Accounts Receivable + Payroll Specialist has a vital role within the accounting department, responsible for managing payroll and the flow of customer payments, ensuring accurate financial records and providing administrative support to the VP of Finance. In this position, you will play a key part in maintaining the company's cash flow and overall financial health. You'll work closely with various departments, including sales and operations, to ensure accurate and timely employee payments, to maintain accurate records and efficiently collect payments for our services.

Ideal Candidate:

The ideal candidate for the Accounting Specialist position is a detail-oriented professional with a strong background in payroll processing and accounts receivable management. They possess exceptional organizational skills, accuracy in handling financial data, and a proactive approach to problem-solving. With a thorough understanding of accounting principles, software (ADP, Sage300), compliance regulations, and best practices, they are adept at maintaining accurate financial records and ensuring timely payroll and payment processes.

Collaboration and communication are key strengths of this individual, enabling them to work effectively with cross-functional teams, customers, and vendors. They are customer-focused, resourceful, and committed to improving processes while ensuring compliance with company policies and legal standards. Experience with certified payroll reporting, benefit administration, and worker compensation processes is highly desirable.

Role and Responsibilities

• Payroll Processing
  • Process weekly payroll for all employees, ensuring accuracy and compliance with company policies and legal regulations.
  • Verify and enter employee timecards, overtime, and other payroll-related information.
  • Handle payroll deductions, benefits, and garnishments as required.
  • Prepare and distribute payroll reports and employee pay statements.
  • Ensure timely submission of payroll taxes and compliance with relevant regulations.
  • Create all certified payroll reports.
  • Track all vacation/sick leave to ensure balances are correct in ADP.
  • Make weekly contribution payments to 401k account and record balances in cash management.
• Invoice Management
  • Partner with other departments such as operations and sales to monitor and track outstanding invoices and follow up on overdue accounts.
  • Follow up with coordinators managing invoices to confirm any outstanding billings reflect the services provided or products delivered accurately.
  • Maintain records of all invoices sent and monitor outstanding balances.
• Payment Collection
  • Initiate and implement collection procedures for past-due accounts while adhering to company policies and maintaining positive customer relationships.
  • Oversee the collection of payments from customers, ensuring timely receipt and follow-up on outstanding invoices, sending outstanding balances to collections if necessary.
  • Process and deposit payments received via checks, credit cards, and electronic transfers.
  • Record and reconcile customer payments in the accounting system.
• Customer Account Maintenance * Maintain accurate and up-to-date records of customer accounts, including payment history and outstanding balances. * Update customer information as necessary and ensure all account details are current. * Provide monthly statements to customers to ensure timely payments. * Provide excellent customer service by addressing inquiries and resolving billing issues promptly and courteously. * Address and resolve discrepancies or disputes related to invoices or payments. * Collaborate with internal departments to investigate and correct errors.
• Issue Resolution * Provide excellent customer service by addressing inquiries and resolving billing issues promptly and courteously. * Address and resolve discrepancies or disputes related to invoices or payments. * Collaborate with internal departments to investigate and correct errors.
• Reporting & Analysis * Prepare regular reports on payroll status, including aging reports and payroll summaries. * Reconcile accounts payable and payroll transactions and resolve any discrepancies. * Assist in the preparation of monthly, quarterly, and annual financial statements. * Prepare regular reports on accounts receivable status, including month end reports, aging reports and collection progress. * Provide insights and recommendations for improving accounts receivable processes.
• Compliance and Best Practices * Ensure all accounts receivable and payroll activities comply with company policies and relevant regulations. * Stay updated on industry’s best practices and implement improvements to the accounts receivable and payroll process. * Assist with audits by providing necessary documentation and explanations. * Worker Compensation - Work closely with Operations team to ensure accurate submittal of Accident/Incident reporting. * Proactively escalate any critical issues to VP of Finance to ensure quick and accurate resolution.
• Administration * Assist with benefit renewal preparation and implementation. * Maintain accurate employee files.

And any other duties needed to help drive to our Vision, fulfill our Mission, and abide by our Organization’s Values.

Skills, Qualifications and Education Requirements

• Minimum of 2-3 years of experience in accounts receivable or a similar financial role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• A great attitude, strong organizational skills, effective communication skills, attention to detail, and ability to multitask.
• Strong understanding of accounting principles and accounts receivable processes.
• Proficiency in accounting software (e.g., QuickBooks, SAP) and MS Office, especially Excel.
• Excellent attention to detail and accuracy in data entry and financial reporting.
• Strong analytical and problem-solving skills.
• Effective communication and interpersonal skills. Ability to manage multiple tasks and prioritize effectively.

Preferred Skills

• Bilingual in Spanish and English
• Experience working in the roofing industry.
• Associate’s or bachelor’s degree in accounting, finance, or a related field.