job title:Payroll & Accounting Specialist - Office Support
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Position Summary
We are seeking a accurate, dependable, analytical, organized, and proactive Payroll & Accounting Specialist / Office Support professional to join our team. This position will support a variety of payroll, accounting, invoicing, cost accounting, and general office functions.
The ideal candidate is highly analytical, comfortable handling confidential financial information, and has a strong attention to detail. This role is well suited for someone who enjoys working with numbers, identifying discrepancies, staying organized, and taking initiative to ensure financial and administrative processes are completed accurately and on time.
You should be comfortable working independently, managing multiple priorities, and communicating effectively with employees, managers, customers, and the admin team. A strong candidate will naturally notice when something doesn't look right, ask questions, follow through on issues, and take ownership of getting problems resolved.
Qualifications
• Bilingual in English and Spanish.
• 2+ years of experience in payroll, accounting, bookkeeping, or a related field.
• Associate's or bachelor's degree in Accounting, Finance, Business, or a related field preferred.
• Experience processing payroll and reviewing employee timecards.
• Understanding of basic accounting principles, including debits/credits, reconciliations, and accruals.
• Strong Microsoft Excel or spreadsheet skills.
• Experience with accounting, payroll, or timekeeping software.
• Strong attention to detail and ability to identify and resolve discrepancies.
• Excellent organizational and time-management skills.
• Ability to handle confidential employee and financial information with discretion.
• Strong written and verbal communication skills.
• Ability to work independently while also working effectively as part of a team.
Preferred Qualifications
• Experience with job costing or cost accounting.
• Experience in a business-to-business service industry.
• Experience with payroll and accounting system integrations.
• Knowledge of payroll regulations and wage/hour requirements.
• Experience working with timekeeping and scheduling systems.
• Strong Excel skills, including formulas, sorting, filtering, and reporting.
Key Responsibilities
Payroll
• Process weekly, bi-weekly, or semi-monthly payroll accurately and on schedule.
• Review employee timecards for accuracy, completeness, overtime, PTO, and other payroll-related information.
• Audit timekeeping records and resolve discrepancies with managers and employees.
• Maintain accurate payroll records and assist with payroll reporting.
• Ensure payroll transactions are properly recorded in the accounting system.
• Assist with payroll reconciliations and related reporting.
• Maintain confidentiality of employee payroll and personal information.
Invoicing & Accounts Receivable
• Prepare and issue customer invoices accurately and in a timely manner.
• Review billing information, contracts, work orders, and supporting documentation.
• Track outstanding invoices and assist with accounts receivable follow-up.
• Research and resolve billing discrepancies.
• Maintain organized records of invoices and customer accounts.
• Communicate with customers and internal departments regarding billing questions when needed.
Cost Accounting & Job Costing
• Track labor, materials, and other costs associated with jobs, projects, or departments.
• Review costs against budgets and identify discrepancies or unusual variances.
• Assist with job costing and profitability analysis.
• Ensure labor and other costs are allocated to the appropriate accounts, projects, or cost centers.
• Review job-related expenses and supporting documentation for accuracy.
• Prepare reports to assist management in understanding operating costs and profitability.
Accounting & Auditing Support
• Assist with account reconciliations and month-end close activities.
• Review financial transactions for accuracy and proper coding.
• Assist with audits by gathering supporting documentation and financial records.
• Identify errors or inconsistencies and work with the appropriate departments to resolve them.
• Maintain accurate and well-organized accounting records.
• Assist with accounts payable, accounts receivable, and other general accounting functions as needed.
Office & Administrative Support
• Provide general administrative and accounting support to the office and management team.
• Liaison between customers and employees.
• Maintain organized electronic and physical files.
• Assist with data entry, document preparation, and record keeping.
• Perform other administrative and accounting duties as assigned.
• Support with inventory control and purchasing tasks.
Compensation & Benefits
• Competitive salary based on experience
• Benefits
• Paid time off and holidays
• Opportunities for professional growth and development
• Supportive and professional work environment
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