Accounts Receivable Specialist

This can be a part time or full time job in our St. Charles office. We have the flexibility to work with your schedule, especially if you have the skill site.

The Accounts Receivable Specialist is responsible for the accurate and timely administration of customer invoicing, cash application, accounts receivable activities, and tax compliance support. This position ensures invoices are prepared, distributed, and processed in accordance with client-specific requirements while maintaining accurate billing records and supporting the organization’s cash flow objectives. The role serves as a key liaison between Accounting, Payroll, Operations, and customers to resolve invoicing discrepancies, facilitate timely payment collection, and ensure compliance with customer contractual requirements.

Additionally, the position supports payroll tax and sales tax administration by maintaining tax filing schedules, coordinating with third‑party providers, responding to tax notices, and assisting with jurisdictional compliance requirements.

• Generate and distribute client invoices in accordance with payroll and billing schedules.
• Prepare, attach, and submit required supporting documentation, including timesheets and other client‑required backup.
• Upload invoices through customer portals and electronic billing systems as required.
• Deliver invoices according to client‑specific requirements, including individual invoice delivery, invoice formatting, and email submission guidelines.
• Create invoices by employee, placement, assignment, project, or other customer‑required formats.
• Ensure compliance with client‑specific billing requirements, including purchase order requirements, per diem and expense billing, certified payroll support, and approval workflows.
• Maintain and follow client‑specific invoicing procedures, instructions, and standard operating processes.
• Track invoice submission and delivery to ensure timely receipt by customers.
• Monitor and resolve invoice rejections, disputes, discrepancies, and billing questions.
• Coordinate invoice corrections, adjustments, and reissuance when necessary.
• Serve as a primary point of contact for customer invoicing inquiries and billing‑related communications.
• Collaborate with Payroll, Operations, Recruiting, and Accounting teams to resolve billing issues and ensure accurate invoicing.
• Apply customer payments accurately and timely within accounting and payroll systems, including Avionté and Quick Books Online.
• Support accounts receivable aging management through timely cash application, customer follow‑up, and issue resolution.
• Assist with account reconciliations and resolution of outstanding receivable balances.
• Maintain accurate billing, payment, and customer account records.
• Maintain tax filing portal access, logins, and related correspondence.
• Manage and maintain tax compliance calendars, filing schedules, and jurisdictional requirements.
• Monitor third‑party payroll providers and partners to ensure tax filings, returns, and reports are submitted accurately and on time.
• Review, research, and coordinate responses to payroll tax and sales tax notices.
• Assist with payroll tax administration and compliance activities across multiple jurisdictions.
• Support sales tax compliance activities, including nexus monitoring, jurisdictional requirements, registrations, filings, and record‑keeping.
• Identify opportunities to improve billing, collections, tax administration, and customer service processes.
• Maintain a high degree of accuracy, confidentiality, professionalism, and attention to detail in all aspects of the role.
• Perform other accounting, billing, accounts receivable, tax, and administrative duties as assigned.
• All other duties as assigned.

• Associates Degree or Bachelors Degree in Accounting or related field. Equivalent experience may be considered.
• 3+ years of experience in billing, accounts receivable, accounting, payroll support, or related administrative functions.
• Experience with staffing, payroll, construction, or project‑based service organizations preferred.
• Experience with Avionté, Quick Books Online, or similar ERP/accounting systems.
• Knowledge of federal and multi‑state payroll tax administration and sales tax compliance.
• Familiarity with customer invoicing portals and electronic billing platforms.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Customer‑service mindset with a positive, team‑oriented attitude.