Payroll/Billing AR Specialist

Overview

We are seeking a highly organized and detail-oriented Payroll/Billing A/R Specialist to join our finance team. This role focuses on timely and accurate processing of payroll, billing, and accounts receivable tasks. The ideal candidate will ensure payroll is processed correctly, client invoices are generated and submitted, and accounts receivable are managed effectively. This position requires strong attention to detail, problem-solving skills, and a commitment to providing excellent service to both internal and external stakeholders.

Responsibilities

• Accurately process hourly payroll, including tracking attendance, calculating overtime, and inputting hours.
• Ensure missed payroll additions (e.g., incentives, mileage, bonuses) are included.
• Apply split shift premiums per company policies.
• Flag payroll and billing discrepancies and refer to the Finance Manager for review and approval.
• Review and approve skilled blue files for skilled labor payroll, ensuring accuracy before submission.
• Generate payforms and pay breakdowns and initiate ADP import process for payroll processing.
• Ensure deductions including benefits (401(k), insurance premiums), liens, and loans are applied accurately.
• Cross-check ABS and ADP reports to resolve discrepancies.
• Process and apply timely employee benefits deductions (e.g., insurance premiums, 401(k)).
• Process pay advances and prepare checks for 1099-NE employees when necessary.

Billing

• Prepare and issue invoices to clients and third-party payors with all necessary details.
• Regularly update and reconcile third-party payor spreadsheet to reflect current billing rates.
• Begin billing approval process by reviewing discrepancies before finalizing and submitting invoices.
• Add payables, expenses, PPE kits, surcharges, and other items to client invoices as required.
• Investigate oddities in 24/7 shift times and adjust timesheets to ensure accurate billing.
• Submit finalized billing entries for approval, referencing Sales Approval Forms when needed.
• Ensure all skilled labor invoices are issued promptly and close out end-of-day batch in accounting portal.
• Generate and distribute invoices to clients and third-party payors via email or mail as appropriate.
• Submit third-party payer invoices via their portals, adhering to platform requirements.

Accounts Receivable (A/R)

• Review daily A/R reports, identify overdue accounts, and take action (e.g., contacting clients or sending reminders).
• Regularly update and maintain A/R aging reports, focusing on accounts 45 days or more overdue.
• Investigate and resolve discrepancies in A/R payments, ensuring proper allocation of payments.
• Forward client communications related to billing issues to the Finance Manager for resolution.
• Ensure billing is current and there are no outstanding invoicing issues with clients or payors.

General Responsibilities

• Report daily to the Finance Manager to discuss ongoing tasks, issues, and priorities.
• Assist with payroll orientation for new hires, explaining payroll processes and procedures.
• Ensure proper setup for new employees in the payroll system, including accurate deduction codes for benefits.
• Resolve issues related to declined payments by contacting clients and payers for clarification and resolution.
• Regularly review contracted billing rates to ensure client invoices are billed at the correct rate.

Weekly/Monthly/Quarterly Responsibilities

• Weekly: Submit payroll and third-party payer invoices via their portals after payroll is processed and confirmed.
• Monthly: Meet with the Department Leader to review D2D's and ROCKS; attend monthly office Round Up/Birthday celebrations.
• Quarterly: Participate in quarterly reviews with the Department Leader regarding D2D and Rock performance requirements.

Qualifications

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.
• Previous experience in payroll processing, billing, and accounts receivable is preferred.
• Experience using payroll and billing software, such as ADP, is a plus.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ability to quickly learn new software.
• Must be able to answer the phone within three rings using the HLP Method (a customer service standard).
• Strong time management skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Ability to work in a fast-paced environment and adapt to changing priorities.

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