Accounting Specialist (With Payroll Support)

Accounting Specialist (with Payroll Support)

Ultra Corpotech Inc. – Conroe, Texas

Department: Accounting/Finance

Reports To: CEO/Executive Director

FLSA Status: Exempt

Position Summary

The Accounting & Receivables Specialist (with Payroll Support) is responsible for supporting financial operations, managing accounts receivable, assisting with payroll processing, and providing administrative support to the Accounting and HR departments. This role works closely with the Buyer and other internal departments to ensure accurate documentation, smooth financial workflows, and timely processing of transactions. Strong attention to detail, confidentiality, and excellent communication skills are essential.

Essential Duties & Responsibilities

Accounting Responsibilities

• Process vendor invoices and ensure accurate coding into the accounting system.
• Assist with reconciling vendor statements and resolving discrepancies.
• Prepare financial documents, reports, and supporting schedules for month-end close.
• Maintain organized accounting records in alignment with company and ISO 9001 file control requirements.
• Support the Accounting Manager with audits, budgeting, and financial reporting as requested.

Accounts Receivable Responsibilities

• Generate and send customer invoices promptly and accurately.
• Maintain AR aging reports and follow up on late or outstanding payments.
• Apply customer payments to accounts and reconcile any variances or misapplications.
• Communicate professionally with customers regarding payment status, missing documentation, and invoice disputes.
• Maintain updated and accurate customer account records.
• Coordinate with Sales, Production, Shipping, and the Buyer to obtain documentation needed for accurate invoicing.
• Prepare weekly and monthly AR summaries for management review.
• Support collection processes while maintaining positive customer relationships.

Collaboration with Buyer

• Support the Buyer by providing accounting-related information (PO numbers, invoice matching, vendor payment status, etc.).
• Verify receipt of goods and services with the Buyer when needed for invoice accuracy.
• Assist with documentation needed for supplier setup, payment issues, or reconciliation.
• Communicate regarding cost discrepancies, missing paperwork, or vendor credit resolutions.

Payroll Support Responsibilities

• Assist HR/Payroll with gathering, reviewing, and verifying employee time records.
• Identify and report missing punches, discrepancies, and overtime errors prior to processing.
• Support payroll processing in iSolved by preparing employee data, validating hours, and running review reports.
• Assist with new hire payroll setup, adjustments, deductions, and termination payroll tasks.
• Maintain strict confidentiality of payroll and employee information.
• Provide employee support regarding paystub questions or timecard corrections (as authorized).

Required Skills & Qualifications

• High school diploma or GED required; Bachelor's degree in Accounting, Finance, or Business preferred.
• 5+ years of experience in accounting, accounts receivable, payroll support, or similar financial roles.
• Experience with accounting software (QuickBooks, Sage, SAP, NetSuite, or similar).
• Experience with payroll systems preferred (iSolved experience is a plus).
• Strong proficiency in Microsoft Excel (VLOOKUP, formulas, pivot tables).
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail, accuracy, and confidentiality.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 10 lbs occasionally.
• Ability to work in an office environment and occasionally visit warehouse/production areas.

Work Environment

• Office environment with frequent interaction across departments.
• May require additional hours during month-end close, audits, or payroll deadlines.