Billing / Accounts Payable / Payroll Administrator
POSITION TITLE: BILLING/ACCOUNTS PAYABLE/PAYROLL ADMINISTRATOR
REPORTS TO: STAFF ACCOUNTANT
General Summary of the Position:
Responsible for all activities necessary to process certified payrolls, including maintaining records, verifying accuracy of daily reports and weekly certified payroll reports as well as the processing of all construction related invoices to include subcontractors, general requirement vendors and general conditions vendors. Coding and input of all construction related accounts payable including verification of all necessary documents including releases. Responsible for all activities necessary to complete the payroll and billing for Maintenance Systems, Inc.
Essential Functions:
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.)
- Manage the daily inputting and weekly processing of payroll including employee timecards, time off requests, deductions, evaluations, etc.
- Complete and submit weekly certified payroll reports.
- Process weekly per diem amounts for employees through payroll.
- Balance and reconcile weekly payroll and payables.
- Assist in answering employee questions and concerns pertaining to payroll including making any changes to direct deposit information.
- Process IRS and court orders, including child support garnishments and tax levies. Communicate to employees on garnishment and levy procedures, and payroll deductions.
- File payroll records, certified payroll reports, accounts payables documentation and other information as required.
- Assures compliance with Davis Bacon Wage Act, DIR and Government regulations as well as the confidentiality and integrity of payroll information.
- Review and obtain appropriate approvals on all construction related invoices.
- Preparation and payment (check processing) of payables as required and maintenance of the payable files and records.
- File W2 through Aatrix system for year end.
- Input all bills into Vista and put in the shared drive on server.
- Reconcile contract amount on bill.
- Make hotel arrangements for crews as requested. Review and approve monthly AMEX bills for hotels.
- Assign new job numbers, make sure contracts are scanned and put in Vista.
- Import jobs, add phases, as needed.
- Back up Hemphill and Suncoast Payroll when need be.
- Provide support to management as needed.
- Review and obtain appropriate approvals on all construction related invoices.
- Process monthly billings and collections
- Preparation and payment (check processing) of payables as required and maintenance of the payable files and records.
- File accounts payables documentation and other information as required
- Balance and reconcile weekly payables
- Provide support to management as needed and perform other duties as assigned by management
- Schedule License Renewal as needed.
Required Knowledge, Skills and Abilities:
- Ability to analyze information with attention to detail
- Must be able to communicate in a professional manner with internal and external personnel.
- Must be willing and able to maintain employee confidence and protect confidential information
- Understanding of generally accepted accounting principles
- Ability to prioritize various assignments which may be in progress simultaneously
- Ability to work independently, as well as, collaboratively with other departments
- Proficient in Microsoft Office and data entry
- Ability to meet attendance schedule with dependability and consistency.
Required Education, Training and Experience:
- High school diploma or equivalent (GED) required; Associates Degree in Accounting, Finance or a related field preferred.
- 3+ years of accounting, finance and/or payroll experience required
- Experience in processing payroll with at least 50+ employees for a variety of employee types
- Ability to obtain/maintain a Mississippi Notary.
Work Environment:
- Regularly works in an inside office setting with minimal exposure to outside conditions.
- Must be able to lift, push, pull or carry objects up to 20 pounds; sit for long periods.
- Requires good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination.
- Noise level is generally quiet.