Payroll & Billing Support Specialist

Position Focus: Payroll Processing, Billing, Accounting & Client Support

Position Overview

We are seeking a detail-oriented and customer-focused Payroll & Billing Support Specialist to provide financial, accounting, payroll, and billing support to clients.

This position is responsible for ensuring accurate and timely payroll processing, maintaining customer records, processing billing adjustments, and supporting payroll funding activities. The role also involves responding to client inquiries, reconciling financial information, and assisting customers with payroll and billing software.

The ideal candidate will have a strong understanding of payroll processing, accounting principles, accounts payable, accounts receivable, and financial reconciliation, along with excellent organizational and customer service skills.

Key Responsibilities

Payroll Processing & Billing Administration

• Verify that all required payroll and billing information has been entered accurately to ensure timely processing.

• Process and maintain client payroll and billing data in accordance with established procedures.

• Review payroll and billing information for completeness and accuracy.

• Update customer files and records to reflect current weekly payroll and billing instructions.

• Process billing adjustments, including credits and rebills.

• Assist clients in developing effective procedures for submitting payroll and billing information accurately and on time.

• Identify discrepancies in payroll and billing records and assist with reconciliation.

Client Support & Customer Service

• Respond to customer inquiries in a timely, professional, and courteous manner.

• Serve as a point of contact for clients regarding payroll processing, billing, and account-related questions.

• Assist with new customer setup, including data entry and account information verification.

• Provide guidance and repeat training to customers on payroll and billing software.

• Troubleshoot basic technical questions related to payroll and billing platforms.

• Build and maintain positive customer relationships through responsive and accurate service.

• Escalate complex issues or potential problems to management as appropriate.

Accounting & Financial Reporting

• Support financial and accounting activities associated with payroll funding and client billing.

• Prepare and transmit accounting and payment reports accurately and on time.

• Process and monitor reporting related to:

  • Wire transfers

  • Automated Clearing House (ACH) transactions

  • Accounts Receivable (AR) credits and debits

• Assist with reconciling discrepancies across payroll, billing, and accounting records.

• Apply basic accounting principles to support accurate financial transactions.

• Review financial data across multiple databases to identify inconsistencies and resolve discrepancies.

Data Management & Administrative Support

• Maintain accurate and up-to-date customer databases, including payroll and billing information.

• Enter and update customer account information in applicable systems.

• Ensure customer records reflect the most current payroll and billing instructions.

• Organize and maintain financial documentation and supporting records.

• Utilize multiple software applications to process transactions, maintain data, and generate reports.

• Notify management promptly of processing issues, discrepancies, or potential risks.

• Support ongoing improvements to payroll, billing, and administrative processes.

Qualifications

Education

• Bachelor's degree in Accounting or a related field preferred.

• Consideration may be given to candidates with a relevant degree in lieu of work experience.

Experience

• Previous experience in payroll processing preferred.

• Comparable work experience in accounting, payroll, billing, or financial administration preferred.

• Experience supporting customers with payroll, billing, or accounting-related inquiries is beneficial.

Required Skills & Competencies

Accounting & Payroll Knowledge

• Understanding of basic accounting principles, including:

  • Payroll processing

  • Payroll taxes

  • Accounts Payable (AP)

  • Accounts Receivable (AR)

  • Cash posting

• Ability to review and reconcile financial data accurately.

• Strong numerical aptitude and ability to identify discrepancies.

• Understanding of relationships between financial data maintained across multiple databases.

Technical & Computer Skills

• Proficiency in Microsoft Office applications.

• Ability to learn and navigate multiple software systems.

• Experience using standard office equipment.

• Strong data entry skills with an emphasis on accuracy.

• Ability to work with customer databases and financial records.