Payroll/Accounts Receivable Specialist

Job Summary:

The Accounts Receivable and Payroll Specialist will be responsible for managing the accounts receivable process, including invoicing, payment processing, bi-weekly payroll and collections. This role requires a strong focus on accuracy, customer service, and the ability to handle multiple tasks efficiently. You will work closely with both internal teams and external customers to ensure the timely collection of outstanding balances.

Job Responsibilities:

1. Generate and send accurate invoices to customers based on contractual agreements and company policies; ensure invoices are delivered promptly and correctly
2. Monitor and record incoming payments, apply cash receipts to appropriate accounts, and reconcile payment discrepancies
3. Proactively manage and follow up on overdue accounts. Contact customers to discuss and resolve payment issues, negotiate payment terms, and establish payment plans as necessary
4. Regularly reconcile accounts receivable ledger to ensure accuracy and resolve any discrepancies; perform monthly, quarterly, and year-end reconciliations
5. Provide excellent customer service by addressing inquiries, resolving disputes, and maintaining positive relationships with customers. Handle customer account adjustments and credit memos as needed
6. Prepare and present accounts receivable aging reports and other financial summaries to management; track and report on collection metrics and trends
7. Identify opportunities to streamline accounts receivable and collections processes. Implement best practices to enhance efficiency and accuracy
8. Process bi-weekly payroll
9. Process bi-weekly transfer of payroll data to iSolved; compile internal management reports from payroll system software
10. Prepare payroll journal entries
11. Prepare and transmit bi-weekly 401k and FSA
12. Compile payroll data such as garnishments, PTO, insurance, and 401k deductions
13. Transfer internal time clocks and review the downloaded information for completeness and accuracy
14. Contact various department supervisors for any missed times
15. Maintain accurate and organized records of all transactions, communications, and account activities; ensure compliance with company policies and legal requirement
16. Work closely with the sales and customer service teams to resolve any issues impacting accounts receivable; provide support for internal audits and financial reviews
17. Adhere to Good Manufacturing Processes, Food Safety Standards and related operational procedures
18. Other projects and duties as assigned

Required Education, Skills and Experience

1. Associate’s or Bachelor’s degree in Accounting, Finance, or related field or commensurate experience
2. 3+ years of experience in accounts receivable and collections, preferably in a similar industry
3. 2+ years of experience processing bi-weekly payroll
4. Strong knowledge of accounting principles and practices related to accounts receivable
5. Proficiency in accounting software (e.g., ADP, Sage X3, iSolved) and Microsoft Office Suite, with emphasis on Excel
6. Excellent organizational and negotiation skills, with the ability to handle difficult conversations professionally
7. Ability to work independently and manage multiple priorities in a fast-paced environment
8. Problem-solving skills with a proactive approach to resolving issues

Work Environment/Physical Demands:

1. Ability to sit/stand for extended periods of time
2. Office environment
3. After 30 days, 1 day weekly can be worked remotely.