Payroll and Billing Specialist

Position Summary

This role combines payroll administration, contract billing, and general office support. The position manages end-to-end payroll processing, ensuring accuracy, compliance, and timely reporting. It also handles detailed billing responsibilities using Ajera for customer contracts, including tracking time and expenses, reconciling records, and maintaining audit-ready documentation. Additionally, the role supports daily office operations by answering calls, managing mail, and coordinating meetings.

Payroll

• Manage the end-to-end payroll process for all employees, including the calculation of wages, bonuses, taxes, and deductions.
• Ensure timely and accurate payroll processing weekly.
• Stay updated on federal, state, and local payroll regulations and ensure compliance with all relevant laws.
• Prepare and submit payroll-related reports to labor unions, management, and government agencies as required.
• Maintain accurate payroll records, including employee information, tax forms, and benefit deductions.
• Ensure confidentiality of sensitive payroll information.
• Address payroll-related inquiries from employees and resolve issues promptly.
• Process employee garnishments required by the government.

Billing

• Generate and submit invoices for customer contracts using Ajera, including corrected invoices or credit memos when needed.
• Track billable hours, expenses, and labor categories for accuracy and compliance with approved budgets and contract terms.
• Review and reconcile year-long time and expense entries against project budgets and historical billing records.
• Match timesheets, cost records, and expense reports to invoice lines; resolve discrepancies, rate adjustments, or contract modifications.
• Reconcile Ajera data with internal records and client payment histories, flagging and correcting any mismatches or missing entries.
• Maintain accurate billing files, supporting documentation, and audit trails in accordance with government requirements.
• Ensure proper setup and use of job codes, labor categories, funding sources, and contract numbers within Ajera.

General Office

• Answer incoming calls promptly and courteously.
• Transfer calls or take accurate messages.
• Sort and distribute incoming mail.
• Prepare and send outgoing mail/packages.
• Sign for and receive deliveries.
• Notify recipients of package arrivals.
• Schedule meetings or appointments.
• Help staff with minor office-related needs.
• Update office calendar or directories.

Other duties as assigned.

Education and Experience:

• Minimum Associate’s degree in Accounting, Business or related field preferred.
• 1-3 years of experience in payroll processing, billing and/or administration.
• Previous experience ensuring compliance with payroll laws and regulations.
• Previous experience with Ajera (project setup, billing, reporting, time/expense management) or other related billing systems.
• Familiarity with back billing, historical reconciliation, and invoice corrections.

Knowledge, Skills and Abilities:

• Strong knowledge of payroll processing software (QuickBooks.)
• Familiarity with federal, state, and local payroll tax laws, including FICA, FUTA, SUTA, and garnishment rules.
• Strong organizational skills and attention to detail.
• Strong skills in Microsoft Office Suite (Excel, Word, Outlook).
• Demonstrated ability to coordinate with finance team on payroll-related matters.
• Ability to handle confidential company documents with discretion.