Payroll Specialist

Accounts Receivable / Accounts Payable (AR/AP) Specialist

Location: 100% Remote

Department: Finance & Accounting

Reports To: Accounting Manager / Controller

Position Summary

The Accounts Receivable / Accounts Payable (AR/AP) Specialist is responsible for managing and executing day-to-day billing, collections, and vendor payment activities for a medical staffing organization. This role ensures accurate invoicing of healthcare clients, timely processing of clinician-related payables and vendors, and compliance with contractual terms, healthcare regulations, and internal accounting controls.

Key Responsibilities

Accounts Receivable (AR)

* Prepare, review, and submit client invoices based on timesheets, contracts, and bill rates for healthcare staffing assignments

* Reconcile timekeeping records with billing data to ensure accuracy

* Manage collections process, including follow-up on outstanding invoices and resolving client billing discrepancies

* Post and apply cash receipts, adjustments, and credits accurately

* Maintain detailed AR aging reports and escalate delinquent accounts as needed

* Coordinate with recruiters, payroll, and client services to resolve billing issues

Accounts Payable (AP)

* Process vendor invoices, clinician reimbursements, and operating expenses in accordance with company policies

* Verify invoice accuracy, approvals, and proper coding to general ledger accounts

* Schedule and process weekly or biweekly payment runs

* Maintain vendor records, W-9s, and payment terms

* Reconcile AP sub-ledger to the general ledger

Financial Controls & Reporting

* Assist with month-end close, including AR/AP reconciliations and accruals

* Ensure compliance with contractual billing terms and internal controls

* Support audits by providing documentation and explanations as requested

* Identify process improvements to increase efficiency and accuracy

Qualifications

* 5+ years of AR/AP or accounting experience, preferably in medical staffing, healthcare, or professional services

* Strong understanding of invoicing, collections, and AP processes

* Experience working with high-volume transactions and time-based billing

* Proficiency in accounting or ERP systems (e.g., QuickBooks, NetSuite, Great Plains, or similar)

* Strong attention to detail and organizational skills

* Excellent communication skills, both written and verbal

Preferred

* Experience in medical staffing, healthcare staffing, or MSP/VMS environments

* Familiarity with payroll coordination and clinician reimbursements

* Knowledge of healthcare contracts, bill rates, and pay rates

* Intermediate Excel skills (pivot tables, VLOOKUP/XLOOKUP)

Key Competencies

* Accuracy and attention to detail

* Time management and ability to meet deadlines

* Problem-solving and analytical thinking

* Confidentiality and professionalism

* Ability to work cross-functionally with payroll, recruiting, and client teams