Accounting & Payroll Support Specialist

Position Summary: The Accounting & Payroll Support Specialist provides daily administrative and operational support across payroll and accounting functions. This role is responsible for assisting with timekeeping, accounts payable, billing, accounts receivable, and general accounting tasks to ensure accurate and timely financial processing across multiple company entities.

Key Responsibilities

Payroll Support

• Assist with daily maintenance and processing of employee timeclock records for all companies
• Review and verify crew timesheets for accuracy and completeness

Accounts Payable

• Manage cash handling, petty cash, and basic banking activities
• Process SAP Concur tasks, including:
  • Daily credit card reports and invoice reconciliation
  • Monthly expense report processing
  • Vendor requests (e.g., Victory Packaging) as needed
• Scan, code, and match invoices for payment
• Sort and distribute incoming mail
• Assist with weekly approval of third-party invoices
• Prepare checks for signature and match supporting documentation
• Coordinate weekly mailing of checks

Accounts Receivable

• Process daily deposits of checks (M&T and Jovia accounts)
• Apply customer payments accurately on a daily basis
• Reconcile and apply monthly credit card payments

Billing Functions

Local Billing

• Process daily storage billing, as received
• Prepare and mail monthly storage invoices
• Complete quarterly Daycos entries

Commercial Billing

• Perform daily billing for assigned salesperson accounts
• Process billing for NYC Department of Education jobs
• Bill all certified jobs in a timely manner

United Billing

• Scan and process driver settlements weekly
• Post daily debit, credit, and timesheet transactions

General Accounting Duties

• Perform monthly account reconciliations
• Maintain organized filing systems (physical and electronic)
• Handle document shredding in accordance with company policy
• Assist with special projects and administrative tasks as assigned

Qualifications

• 1–3 years of experience in accounting, payroll, or administrative support preferred
• Experience with billing, accounts payable/receivable, or payroll processes is a plus
• Familiarity with accounting software (e.g., SAP Concur or similar systems) preferred
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Proficiency in Microsoft Office (especially Excel and Outlook)

Work Environment & Expectations

• Fast-paced, detail-oriented environment requiring strong organizational skills
• Interaction with multiple departments and company entities
• Ability to handle confidential financial and employee information with discretion