ACCOUNTING ADMINISTRATOR

RJ Staffing; New York (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

PTO

Job summary

RJ-Staffing is seeking an Accounting Administrator & Billing Specialist in New York to oversee billing, bookkeeping, and payroll-related tasks for sewer and drain services. Proficiency with QuickBooks and strong organizational skills are required to manage multiple duties with accuracy.

The role includes handling municipal projects coordination, state reporting, and permit applications as part of daily responsibilities.

Qualifications

• Must have strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Experience with payroll processing and basic bookkeeping is a plus.

Responsibilities

• Billing & Accounts Receivable: Prepare, process, and send customer invoices; review work orders and supporting docs; enter payments into QuickBooks; mail monthly statements; monitor balances; resolve discrepancies.
• Bookkeeping & Financial Administration: Maintain financial records in QuickBooks; categorize transactions; reconcile bank statements; monitor accounts; investigate irregularities; prepare routine reports.
• Payroll Administration: Process weekly payroll; maintain payroll records and hours; verify time records; ensure deductions are correct; assist with payroll tax filings.

Skills

Organizational skills

Attention to detail

Multitasking

Tools

QuickBooks

Job description

Well-established sewer and drain company is seeking an Accounting Administrator & Billing Specialist responsible for overseeing billing operations, bookkeeping functions, payroll processing, financial recordkeeping, and administrative duties associated with septic, vactor, sewer, and drain services. This position also coordinates municipal project bids, truck registrations, state reporting requirements, and permit applications. The ideal candidate must have proficient knowledge of QuickBooks, strong organizational skills, excellent attention to detail, and the ability to manage multiple responsibilities while maintaining accurate financial and administrative records. Hours are Monday - Friday 8:00am/9:00am - 4:00pm/5:00pm. Salary depends on experience. Company offers Medical, Dental, Vision, 401(k), and PTO.

Responsibilities:

Billing & Accounts Receivable

• Prepare, process, and send customer invoices for septic, vactor, sewer, and drain services.
• Review completed work orders, service tickets, and supporting documentation to ensure accurate billing.
• Enter customer checks and credit card payments into QuickBooks and apply payments to the appropriate customer accounts.
• Prepare and mail monthly customer statements.
• Monitor outstanding invoices and customer account balances.
• Research and resolve billing discrepancies and payment issues.
• Maintain accurate customer billing records and documentation.

Bookkeeping & Financial Administration

• Maintain accurate financial records using QuickBooks.
• Must have proficient working knowledge of QuickBooks.
• Enter and categorize financial transactions accurately.
• Reconcile monthly bank statements with company financial records.
• Monitor business checking accounts and track account balances and transactions.
• Identify and investigate discrepancies, unauthorized transactions, or other irregularities.
• Maintain organized financial documentation and records.
• Assist with routine financial reporting and provide information to management as needed.

Payroll Administration

• Process weekly payroll accurately and on schedule.
• Maintain employee payroll records, hours, and related documentation.
• Verify time records and payroll information before processing.
• Ensure payroll deductions and related records are properly maintained.
• Assist with payroll tax filings and reporting requirements, as assigned.