Accounts Administrator

Securitas US Business Unit; San Jose (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Securitas is seeking a detail-oriented Billing, Payroll and AP Clerk to input, verify and transmit data into the automated resource system, and resolve related issues. The role includes processing accounts payable, maintaining petty cash and contacting past-due accounts.

You will support cross-functional teams, ensure accuracy of client billings, time sheets, and reconciliations, and follow safety and company policies.

Qualifications

• Familiarity with standard office procedures and practices.
• Ability to perform calculations and reconcile figures accurately.
• Ability to write clear original correspondence.
• Strong planning, organization, and coordination skills.
• Effective communication across levels and cultures.

Responsibilities

• Process office accounts receivable and payable using the automated resource system.
• Review client billings and ensure accuracy; collaborate with staff to adjust as needed.
• Reconcile accounts receivable with time sheets and make necessary adjustments.
• Review accounts payable and ensure timely payments; verify amounts with vendors.
• Respond quickly to clients with questions or discrepancies.
• Contact clients to arrange payment plans on past-due accounts when appropriate.
• Perform general administrative and office support duties.
• Carry out similar tasks or duties as required for the assigned office.

Skills

Office procedures

Mathematical skills

Written communication

Team collaboration

Customer interaction

Education

High School Diploma or GED

Job description

JOB SUMMARY

Inputs billing, payroll and contract data into automated resource system; verifies and transmits billing and payroll data; resolves payroll and billing problems; processes accounts payable; maintains petty cash; contacts past-due accounts for collection; processes related data and transactions.

Distinguishing Characteristics

Primary job function is processing of billing, payroll and contract information and resolution of related issues.

ESSENTIAL FUNCTIONS

• The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
• All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Employees are held accountable for successful job performance. Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
• In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
• All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

1. Effectively processes office accounts receivable and payable using the automated resource system; inputs billing, payroll and contract data into system.

2. Reviews client billings and ensures proper amounts; works closely with other staff to ensure accuracy; makes adjustments as necessary.

3. Reconciles accounts receivable to time sheets and makes adjustments as appropriate.

4. Reviews all accounts payable and ensures timely payment; verifies amounts and calls vendors on any discrepancies.

5. Responds quickly and appropriately to clients as questions or discrepancies occur.

6. Contacts clients, when appropriate, to set up payment plans on past due accounts.

7. Performs general administrative and support duties within office.

8. Performs tasks and duties of a similar nature and scope as required for assigned office.

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference, depending upon the nature of the position.

MINIMUM HIRING STANDARDS

• Must be at least 18 years of age.
• Must have a reliable means of communication (i.e., pager or phone).
• Must have a reliable means of transportation (public or private).
• Must have the legal right to work in the United States.
• Must have the ability to speak, read, and write English.
• Must have a High School Diploma or GED.
• Must be willing to participate in the Company's pre-employment screening process, including drug screen and background investigation.

Education/Experience

High School Diploma or G.E.D. and 2 years of related experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the company.

Competencies (as demonstrated through experience, training, and/or testing):

• Thorough understanding of standard office procedures and practices.
• Demonstrated knowledge of mathematical concepts including computation of rates, ratios, percentages, averages and reconciliation.
• Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.
• Ability to use personal computers and office productivity software.
• Ability to write original correspondence.
• Excellent planning, organizing, and project coordination skills.
• Ability to communicate clearly and concisely.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to be an effective team member and handle projects responsibly.
• Courteous telephone manner.
• Strong customer and results orientation.

WORKING CONDITIONS (Physical/Mental Demands)

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations.
• Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey.
• Required ability to handle multiple tasks concurrently.
• Computer usage including periods of prolonged data entry.
• Handling and being exposed to sensitive and confidential information.
• Regular talking and hearing.
• Occasional walking, reaching with hands and arms, stooping, kneeling, crouching and crawling.
• Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds.
• Close vision, distance vision, and ability to adjust focus.

Securitas is committed to diversity, equity, inclusion and belonging in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other applicable legally protected characteristic.

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