Payroll & Collections Clerk

Payroll & Collections Clerk

Location: Vernon, CA
Department: Accounting 
Reports To: CFO

Job Summary

This is a dual role position. We are seeking a detail-oriented Payroll Specialist to manage and process weekly payroll using ADP Workforce Now and ADP Time and Attendance systems for two companies (150 employees), The second role is as a collections clerk to support company cash flow. This position plays a key role in maintaining payroll accuracy, compliance, employee support and customer satisfaction.

Please note, this position is located in a small family owned business where many of the processes include physical documentation. In addition, we are currently in a transition period resulting in a higher than usual workload. Overtime hours are available when warranted and proficiency in Spanish is a must. Our employees average nine years at K&M and twelve years at Glacier with many requiring assistance with basic paperwork so a patient and professional demeanor is needed. 

Key Payroll Responsibilities

• Process and disburse weekly payroll of 150+ employees using ADP Workforce Now.
• Enter and validate employee hours using ADP Time and Attendance software.
• Collaborate with HR and Accounting on payroll-related matters and ensure accuracy of benefit deductions.
• Audit and verify time sheets, wage calculations, pay data entries, and year-to-date totals.
• Maintain accurate payroll records and reconcile payroll accounts.
• Handle garnishments, deductions, and vacation/sick accruals.
• Review, process, and produce payroll and customized reports as needed.
• Assist with manual check processing for lost/stolen checks or late submissions.
• Monitor and audit vacation/sick balances and ensure policy compliance.
• Provide support and training to supervisors/managers on ADP-related issues.
• Assist CFO with year-end payroll processing, W-2s, and required tax documentation.
• Respond to employee inquiries and verification requests with professionalism and confidentiality.
• Uphold compliance with state and federal payroll regulations and internal policies.
• Crosstrain in benefits administration for department backup as needed.

Key Collection Responsibilities

• Run and distribute monthly customer account statements.
• Investigate and resolve billing discrepancies and respond to payment inquiries.
• Perform collection calls and send follow-up emails to resolve past-due accounts.
• Handle vendor invoice filing and document scanning.
• Pick up mail and deliver vendor checks on a weekly basis (Fridays).

Additional Duties

• Attend staff and departmental meetings as required.

Core Competencies

• Adaptability & Accountability: Embraces change, accepts feedback, and takes ownership.
• Analytical Skills: Interprets complex information and prioritizes effectively.
• Attendance & Punctuality: Dependable and consistent in meeting schedules and deadlines.
• Business Ethics & Compliance: Maintains high integrity and ensures regulatory adherence.
• Communication: Strong verbal and written communication skills.
• Confidentiality: Maintains strict confidentiality with employee and payroll data.
• Customer Service: Provides professional support to employees and departments.
• Judgment & Decision Making: Exercises sound judgment and involve stakeholders appropriately.
• Organization: Keeps a structured, organized workflow and meets recurring deadlines.
• Teamwork: Collaborates respectfully and contributes positively to team morale.
• Training: Completes all required company training in a timely manner.

Required Qualifications

• Education: 
  • High school diploma
• Experience:
  • 2+ years of high-volume payroll processing experience (100+ employees).
• Languages
  • Proficient in English and Spanish both in verbal and written format
• Technical Skills:
  • Proficient with ADP Workforce Now and ADP Time and Attendance.
  • Intermediate to advanced skills in Outlook, Word and Excel.

Preferred Qualifications

• Knowledge of state and federal payroll regulations and best practices.
• Familiarity with ADP Reporting and i-Reports preferred.
• Bachelor’s degree in accounting or strong understanding of general accounting principles related to payroll and AR.
• Experience with collections/customer communication.

Work Conditions:

• Full-time on-site position, Monday through Friday from 8 am to 4:30 pm.
• Some physical requirements such as delivering mail/checks.