Payroll & AR Specialist

Overview

This full-time, non-exempt position within the Finance/Accounting department reports to the Controller. The Payroll and Accounts Receivable Specialist supports key finance and accounting functions including payroll processing, accounts receivable, collections, and selected general ledger activities. The role ensures accurate and timely payroll administration, effective collection of customer payments, accurate accounts receivable records, and proper reconciliation of payroll-related accounting activity.

This position requires strong attention to detail, sound judgment, excellent communication skills, and the ability to manage confidential employee and financial information professionally. The role operates fully remotely within the U.S. and collaborates virtually with employees, customers, and internal teams.

Responsibilities

Accounts Receivable

• Input invoices into online customer payment systems.
• Process manual credit card charges and refunds as needed.
• Provide customer receipts, statements, and payment information upon request.
• Support accurate maintenance of accounts receivable records and documentation.

Collections

• Manage the accounts receivable inbox and respond promptly and professionally to customer inquiries.
• Supervise and monitor automated collection emails.
• Collect payments on past due invoices through appropriate follow-up and communication.
• Maintain accurate notes regarding collection activity and customer payment status.
• Escalate collection issues or unusual account activity as appropriate.

Payroll

• Ensure accurate employee setup within payroll and HRIS systems.
• Review and verify time clock records for accuracy and completeness.
• Process payroll timely and accurately in accordance with company procedures and applicable requirements.
• Prepare final checks and final pay statements as needed.
• Maintain accurate payroll files, records, and supporting documentation.
• Serve as liaison for the annual workers’ compensation audit.
• Serve as liaison for the annual 401(k) audit.
• Handle payroll-related information with discretion and confidentiality.

General Ledger and Other Accounting Responsibilities

• Enter payroll journal entries.
• Record monthly employer HSA contributions.
• Review monthly commissions and bonuses for accuracy and completeness.
• Reconcile payroll-related accrued expenses.
• Prepare monthly reports including accounts receivable aging and transaction reports.
• Support other finance and accounting projects or tasks as assigned.

Requirements

• Payroll certification strongly preferred.
• Strong foundational knowledge of payroll processes and practices, including California payroll.
• Experience with Rippling payroll system strongly preferred.
• Understanding of basic accounting principles.
• Experience with accounts receivable, collections, or related accounting functions preferred.
• Proficiency with Microsoft Outlook, Excel, Word, HRIS/payroll systems, and Adobe Acrobat.
• Strong attention to detail and accuracy.
• Ability to manage confidential and sensitive information appropriately.
• Strong organizational and time management skills.
• Effective written and verbal communication skills.
• Ability to work independently in a fully remote environment.
• Ability to manage multiple priorities and meet recurring deadlines.
• Must have a work environment with reliable Internet access.

Location

• Fully remote within the United States.