Payroll & Billing Specialist

Job Description:

Time & Billing

• Assist with client billings, AR collections, and email communications
• Maintain Time & Billing database; generate monthly and ad hoc reports
• Support year-end procedures

QuickBooks Management

• Maintain and oversee QuickBooks files for multiple entities
• Record general ledger and memorialized transactions

Accounting & Financial Reconciliations

• Perform monthly bank reconciliations
• Manage COBRA health insurance invoicing and payments
• Reconcile QuickBooks activity, GL, and inter-company accounts (future)

Accounts Receivable

• Monitor and record deposits (including from VPM and other offices)
• Review daily bank activity; resolve missing info
• Post and file daily receipts, finance charges, memos, and AR adjustments
• Reconcile and enter data into VPM

EFT Transactions

• Record inbound/outbound EFTs in QuickBooks and checkbooks
• Provide transaction info for VPM entry

Payroll & Draws

• Maintain payroll spreadsheets (hourly staff changes)
• Process payroll and enter related transactions for all groups
• Prepare and distribute partner draw sheets; record monthly/semimonthly entries

Accounts Payable

• Approve and enter payables; reconcile vendor accounts
• Handle vendor communications and purchase orders
• Record expenses (rents, covenants, insurance, etc.)
• Manage firm credit cards and vendor statements
• Print and obtain signatures on checks

Practice Management & Reporting

• Enter staff and financial data weekly
• Submit reports to Finance Director and for agency audits (OPWDD, DOB, etc.)

Tax & Compliance

• E-file staff and firm tax returns
• Order materials from CCH, BNA, Thomson Reuters upon approval

Miscellaneous

• Process invoices (issue, credit, delete, email)
• Update time entries and client info (address, name, email)
• Answer phones, assist with mailings, and provide general admin support
• Notary duties as needed