Overview

The Accounts Receivable & Payroll Specialist is a full-time position and will support the Finance Director with the processing of payroll and the day-to-day billing and collection of receivables.

Responsibilities include:

Accounts Receivable

• Calculate, create, and distribute customer invoices for re-billings, vessel activity, and misc customer activities.
• Use tenant lease agreements to create monthly recurring rent invoices, track adjustments to agreements, and coordinate with Customer Support Manager on lease changes.
• Calculate CPI adjustments. Create and mail rental increase notifications for tenants, . and email CPI notices to tenants as a secondary means of communicating the rent changes.
• Coordinate with the maintenance department and properties department on work order billing of labor, equipment rentals, utility usage and outside vendors.
• Follow up with outstanding customer receivable balances, follow the late fee policy, and send collections notices as necessary.
• Process collections on delinquent parking ticket payments using contact information available through the DMV.
• Perform detailed A/R research, analysis & problem solving as related to invoices, unapplied payments, move-in & move-out processes, and account reconciliation.
• Set up new accounts in Quickbooks and maintain the customer database.
• Record sales receipts and deposits from Port general operations.
• Reconcile monthly airport transactions and rebill fueling logs.
• Use daily transaction notifications to input fuel sales into Quickbooks.
• Put together tenant fuel re-billing using airport reconciliation worksheets and pricing histories.
• On a monthly basis, generate Daily Transaction Report and supporting reports for Airport sales.
• Update monthly A/R report and send it to department managers.
• Submit background check requests for new tenants.
• Work closely with the Port accounting team, operations, and customers.

Payroll

• Create timecards and distribute them to department managers.
• Receive and tally timecards for bi-monthly payroll processing.
• Print and issue paychecks and direct deposit payments.
• Print and file payroll reports.
• Use timecard information to input data into Paychex for payroll processing.
• Record payroll-related journal entries for mid-month and month-end payroll.
• Transmit employee deposits into savings accounts, etc., and update PREFT log.
• Save payroll reports and update payroll processing checklist.
• Process garnishment requests and coordinate with third-party payroll provider.
• Update SAIF log with payroll data information; keep current with employee changes.
• Work with Finance/HR Director to resolve issues with third-party payroll provider regarding miscalculation of any employee’s earned leave and employee garnishments.
• Process ILWU payroll.

Qualifications

Required Qualifications: 2+ years progressively responsible experience in Accounts Receivable functions. Strong attention to detail, solid basis in A/R customer management (invoice creation, payment application, reconciliations and research, etc), intermediate Excel knowledge, customer service attitude, ability to process large volumes of work independently, willingness/ability to take on additional challenges/responsibility, strong communication skills (written & verbal), willingness/ability to make collection calls, meet multiple demands in a limited amount of time, and be a team player.

Desired Qualifications: Payroll experience. Experience using Quickbooks. Spreadsheet proficiency. An Associate’s or Bachelor's degree in finance, accounting, or a related field.

To Apply

Completed applications (below), along with a resume and cover letter, should be emailed to mhoward@portofastoria.com, or dropped off at 422 Gateway Ave, Suite 100, Astoria, OR 97103.