Payroll/Billing AR Specialist

We are seeking a highly organized and detail-oriented Payroll/Billing A/R Specialist to join our finance team. This role will focus on the timely and accurate processing of payroll, billing, and accounts receivable tasks. The ideal candidate will be responsible for ensuring 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.

Key Responsibilities:

1. Payroll:

• Accurately process hourly payroll, including tracking employee attendance, calculating overtime, and inputting employee hours.
• Ensure that any missed payroll additions (e.g., incentives, mileage, bonuses, etc.) are accurately included in payroll.
• Apply appropriate split shift premiums according to company policies.
• Flag payroll and billing discrepancies and refer them 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 that all deductions, including benefits (401(k), insurance premiums, etc.), liens, and loans, are applied accurately.
• Cross-check ABS and ADP reports to resolve any discrepancies.
• Ensure timely and accurate application of employee benefits deductions (e.g., insurance premiums and 401(k)).
• Process pay advances and prepare checks for 1099-NE employees when necessary.

2. Billing:

• Prepare and issue invoices to clients and third-party payors, ensuring all necessary billing details are included and accurate.
• Regularly update and reconcile the third-party payor spreadsheet to ensure current billing rates and records.
• Begin the billing approval process by reviewing and resolving any discrepancies before finalizing and submitting invoices.
• Add payables, expenses, PPE kits, surcharges, and other relevant items to client invoices as required.
• Investigate any oddities in 24/7 shift times and adjust timesheets accordingly to ensure accurate billing.
• Submit finalized billing entries for approval, referring back to Sales Approval Forms (SAF) to verify billing information when needed.
• Ensure all skilled labor invoices are issued promptly and close out the end-of-day batch in the 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 specific billing portals, adhering to their platform-specific requirements.

3. Accounts Receivable (A/R):

• Review daily A/R reports, identify overdue accounts, and take action, including contacting clients or sending reminders.
• Regularly update and maintain A/R aging reports, focusing on accounts that are 45 days or more overdue.
• Investigate and resolve discrepancies in A/R payments, ensuring proper allocation and application of payments.
• Forward client communications related to billing issues to the Finance Manager for resolution.
• Ensure that all 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 priority work.
• 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 Responsibilities:

• Submit payroll and third-party payer invoices via their respective portals after payroll is processed and confirmed.

Monthly Responsibilities:

• Meet with the Department Leader to review D2D’s and ROCKS.
• Attend the monthly office Round Up/Birthday celebration.

Quarterly Responsibilities:

• Participate in quarterly reviews with the Department Leader regarding D2D and Rock performance

Requirements

• 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 strongly 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.