Payroll & Billing Specialist

Title of Job:  Payroll and Billing Specialist

Department: G&A - Accounting / MSR-FSR HQ, Chandler, AZ

Reports to: Controller

Position Description

The role of the Payroll and Billing Specialist is to prepare and process biweekly US payroll in Paycor and address ad hoc payroll duties as needed.  This role also uses timecards and other time management information to prepare weekly, biweekly and monthly invoices for customers.  This person will assist the Controller and Assistant Controller with other accounting and general ledger responsibilities including benefit reconciliation and self-billing when applicable, expense reports and reconciling and reviewing credit card statements and incorporating in billable activities as applicable.  Goals are to process payroll accurately and generate accurate and timely billing. 

Major Areas of Responsibility

·       Manage Payroll Cycle – overseeing management’s approval of timecards, Paid Time Off (PTO), per diem, expenses, and shift changes etc. and timely entering in Paycor system.

·       Participate in the Invoicing Process – comprehensive gathering of payroll and expense data to be incorporated in timely invoicing to respective customers meeting their requirements.

Primary Objectives

·       Review timesheets, time off accruals, and reports to detect discrepancies and reconcile/balance payroll.  Work with managers to ensure their timely timesheet approvals.

·       Ensure accurate calculation of wages, tax withholdings, and deductions.

·       Prepare and analyze payroll reports for management review.

·       Process terminations & run off cycle payrolls as applicable

·       Prepare, audit, reconcile, and process bi-weekly, supplemental, and off-cycle US payroll.

·       Calculate fiscal period accruals related to payroll including accrued Payroll, PTO, Per Diem, etc. and be able to enter into general ledger.

·       Resolve payroll discrepancies and answer payroll questions asked by management and employees with excellent customer service.

·       Prepare documentation of internal controls to ensure accuracy and completeness of payroll accounting records and participate in payroll audits, internal control audits, and the year-end financial statement audit.

·       Monitor changes in payroll laws and regulations and accounting rules through research, workshops, publications, and human resource notifications; communicate changes to internal groups and ensure proper implementation of changes and training as needed.

·       Process payroll in compliance with respective State requirements (AZ, OR, NY, MO, UT, NM, CO, NC, VA etc.) and Federal requirements including FICA, FUTA, SUI.

·       Assist with WOTC questions if applicable.

·       Perform employee benefit self-billing and/or benefit invoice reconciliation as needed.

·       Use data from time sheets to be able to invoice customer projects including per diem, travel and other expenses.

·       Prepare and post general journal entries in preparation for month end reporting.

·       Assist with Credit card expense report system

·       Ad hoc analysis as requested

Job Requirements

·       Strong financial reporting skills.

·       Advanced Excel Skills required and must be proficient in Microsoft Office Suite.

·       Proficient with QuickBooks.

·       Previous use of Paycor Payroll a plus.

·       Thoroughness, accuracy, and attention to detail in all aspects of work.

·       Organized, dependable, reliable, able to work well independently and in a cross functional team.

·       Excellent communication skills. Must be able to articulate clearly both with the written and spoken word.

·       Strong organizational skills and an ability to manage projects and activities in a structured way and evaluate the results. Must be able to overcome obstacles to achieve the right end result.

·       Sensitivity to cultural and regional differences in communications, including style and spelling.

·       The ability to prioritize and handle a variety of detailed tasks simultaneously and to work effectively and efficiently under

tight deadlines.

·       Outstanding interpersonal skills and ability to build teamwork and trust.

·       Ability to anticipate and initiate projects and coordinate others’ involvement.

·       Ability to contribute to the development of systems and processes.

·       Able to keep confidentiality and maintain professional demeanor.

Education and Experience

·    BS Accounting or Associates and work experience equivalent.

·    3+ years of accounting or accounting related experience.

MSR-FSR is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.

COMPETENCIES:

·       Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

·       Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

·       Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.

·       Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

·       Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

·       Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

·       Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

·       Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

·       Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

·       Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

·       Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

·       Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

·       Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

·       Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

·       Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

·       Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

·       Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

·       Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

·       Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

·       Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Promotes a cooperative Safety Team environment culture of mutual support.

·       Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

·       Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

·       Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

·       Occasionally (less than 1/3 of the job)

·       Frequently (1/3 to 2/3 of the job)

·       Continually (more than 2/3 of the job)   

• Frequently required to stand.
• Frequently required to sit.
• Frequently required to utilize hand and finger dexterity.
• Continually required to talk or hear.

• While performing the duties of this job, the noise level in the work environment is usually moderate.
• Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception and ability to adjust focus.

• Health Care Plan (Medical, Dental & Vision)
• 401K
• Life Insurance
• Flexible Spending Accounts (FSA)
• Disability Insurance
• Paid Time Off
• Training & Development