Financial Operations Specialist

PayFWDs; Louisville (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

PayFWDs, a payroll and HR technology company based in the Louisville area, seeks an Operations Specialist to manage invoicing, payroll-related accounts, and financial controls. You will work with the Finance Manager to ensure accurate transactions and timely reporting.

The role includes month-end close support, ACH file processing, and improving billing accuracy while maintaining confidentiality of financial data. Hybrid work is available in a professional office setting.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Two or more years of experience in accounting, finance, payroll, or bookkeeping.
• Experience processing ACH transactions and electronic payments is strongly preferred.
• Experience with payroll software and accounting systems is preferred.
• Advanced proficiency in Microsoft Excel.
• Strong understanding of accounts payable, accounts receivable, bank reconciliations, and general accounting principles.
• Knowledge of ACH processing, banking procedures, and internal financial controls.

Responsibilities

• Prepare and issue quarterly client invoices for payroll processing and related services.
• Process accounts payable and accounts receivable transactions.
• Prepare, process, validate, and transmit ACH files for payroll direct deposits, payroll tax payments, and client-related electronic fund transfers in accordance with company procedures and banking requirements.
• Monitor client payments and follow up on outstanding balances.
• Reconcile payroll funding accounts, bank accounts, and general ledger accounts.
• Verify payroll tax payments and reconcile tax liabilities.
• Assist with month-end and year-end financial close processes.
• Prepare financial reports, revenue summaries, and management reports.
• Maintain organized financial records and supporting documentation.
• Assist with internal audits, external audits, and regulatory reporting.
• Ensure compliance with company policies, accounting standards, and payroll regulations.

Skills

Excel proficiency

Attention to detail

Analytical skills

Communication skills

Confidential data handling

Education

Bachelor's or Associate degree in Accounting, Finance, Business Administration

Tools

Microsoft Excel

ACH processing software

Payroll software

Accounting systems

Job description

Company Description

PayFWDs combines modern payroll and HR technology with dedicated, hands-on service to deliver secure and scalable solutions for payroll, HR, tax, and compliance. Headquartered in the Louisville Metropolitan Area, the company supports Midwest businesses with tools that streamline administrative processes and reduce manual work. PayFWDs emphasizes personalized onboarding and continuous support to help clients adopt technology smoothly. By simplifying complex back-office functions, the company enables employers to strengthen employee culture and focus on strategic growth.

Role Description

The Operations Specialist supports the financial and operational functions of the company by maintaining accurate financial records, processing client billing, reconciling payroll-related accounts, and assisting with reporting and compliance. This role works alongside the Finance Manager and Operations team to ensure accurate financial transactions, timely invoicing, and exceptional client service.

Key Responsibilities

• Prepare and issue quarterly client invoices for payroll processing and related services.
• Process accounts payable and accounts receivable transactions.
• Prepare, process, validate, and transmit ACH files for payroll direct deposits, payroll tax payments, and client-related electronic fund transfers in accordance with company procedures and banking requirements.
• Monitor client payments and follow up on outstanding balances.
• Reconcile payroll funding accounts, bank accounts, and general ledger accounts.
• Verify payroll tax payments and reconcile tax liabilities.
• Assist with month-end and year-end financial close processes.
• Prepare financial reports, revenue summaries, and management reports.
• Maintain organized financial records and supporting documentation.
• Assist with internal audits, external audits, and regulatory reporting.
• Ensure compliance with company policies, accounting standards, and payroll regulations.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Two or more years of experience in accounting, finance, payroll, or bookkeeping.
• Experience processing ACH transactions and electronic payments is strongly preferred.
• Experience with payroll software and accounting systems is preferred.
• Advanced proficiency in Microsoft Excel.
• Strong understanding of accounts payable, accounts receivable, bank reconciliations, and general accounting principles.
• Knowledge of ACH processing, banking procedures, and internal financial controls.
• High level of accuracy and attention to detail.
• Strong analytical, organizational, and time management skills.
• Excellent communication and customer service skills.
• Ability to manage confidential financial and payroll information

Preferred Qualifications

• Experience working for a payroll service bureau, payroll provider, or accounting firm.
• Familiarity with NACHA Operating Rules and ACH file processing.
• Experience with multi-client accounting and billing.
• Understanding of payroll compliance and regulatory requirements.

Key Performance Indicators (KPIs)

• Accurate and timely ACH file processing
• Accurate and timely client invoicing
• Timely collection of accounts receivable
• Accurate payroll funding and bank reconciliations
• On-time completion of month-end close activities
• Financial reporting accuracy
• Reduction in billing errors, ACH exceptions, and payment discrepancies
• Compliance with NACHA Operating Rules and payroll regulations
• Client satisfaction with billing and financial support

Reports To

Finance Manager

Working Conditions

Full-time or Part Time position in a professional office or hybrid environment.

Regular interaction with payroll account analysts, clients, financial institutions, and management.

• May require additional hours during month-end, quarter-end, and year-end closing periods.