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Payroll & Accounts Payable Specialist
Location: Mobile, AL
Employment Type: Full-Time
Department: Payroll / Finance
Reports To: Accounting Manager
Position Summary
The Payroll & Accounts Payable Specialist is responsible for accurately processing weekly payroll for a high-volume, multi-state, multi-client staffing agency while also managing full-cycle accounts payable operations. This role ensures that all temporary employees, contractors, and vendors are paid accurately and on time while maintaining compliance with federal, state, and local regulations.
This position plays a critical role in both payroll accuracy and financial operations, requiring a detail-oriented, deadline-driven professional who thrives in a fast-paced environment. The ideal candidate will have strong experience in high-volume payroll processing and accounts payable, and be comfortable working within modern payroll and staffing systems.
Key Responsibilities
Payroll Processing

• Process weekly, biweekly, or client-specific payroll cycles for temporary employees and contractors
• Review, validate, and enter timesheets submitted via timekeeping systems, online portals, or client timecards
• Reconcile discrepancies in hours worked, pay rates, job assignments, and billing rates
• Calculate overtime, shift differentials, holiday pay, per diem, bonuses, and other special pay types
• Maintain accurate payroll data within systems such as Bullhorn, ADP, or TempWorks
• Ensure timely and accurate payroll execution across multiple clients and states

Accounts Payable (High-Volume / Full-Cycle Focus)

• Manage full-cycle accounts payable, including invoice intake, coding, approvals, and payment processing
• Process a high volume of vendor invoices with strong attention to detail and accuracy
• Reconcile vendor statements and proactively resolve discrepancies
• Ensure proper allocation of expenses to appropriate cost centers, jobs, and client accounts
• Coordinate with internal teams to validate invoices against contracts, time records, and project scopes
• Maintain organized, audit-ready AP records and documentation
• Monitor AP aging reports and ensure timely payments to vendors
• Support vendor relationship management through responsive communication and issue resolution
• Assist with tracking cash flow related to payables and identifying opportunities for process improvement

Compliance & Record-Keeping

• Ensure payroll complies with federal, state, and local wage laws, including FLSA and state-specific regulations
• Maintain accurate and organized payroll and AP records and employee files
• Verify employment eligibility and onboarding documents (I-9, W-4, direct deposit forms, etc.)
• Process wage garnishments, child support orders, tax levies, and other involuntary deductions
• Assist with certified payroll reporting and compliance with prevailing wage requirements (if applicable)
• Ensure adherence to internal financial controls and audit standards

Client & Employee Support

• Respond to payroll-related inquiries from temporary employees, contractors, vendors, and clients
• Work closely with recruiters, account managers, HR, and accounting teams to resolve payroll and AP issues promptly
• Provide clients with timekeeping guidance and support for their assigned temporary workforce
• Communicate professionally and effectively to maintain strong internal and external relationships

Financial & Administrative Tasks

• Assist with invoice preparation by ensuring hours and billing rates align with client contracts
• Reconcile payroll and accounts payable data with accounting systems
• Support month-end and year-end processes, including W-2s, 1099s, and financial reporting
• Assist in audits related to payroll and accounts payable
• Identify opportunities to improve payroll and AP workflows, automation, and efficiency

Systems & Process Management

• Utilize payroll and staffing systems such as Bullhorn, ADP, or TempWorks for payroll processing, documentation, and recordkeeping
• Support ongoing system enhancements and process improvements
• Help streamline workflows and improve system utilization across payroll and AP functions

Qualifications
Required

• 5+ years of payroll experience; staffing/payroll processing experience strongly preferred
• Proven experience in accounts payable (full-cycle, high-volume preferred)
• Knowledge of multi-state payroll regulations and wage laws
• Strong accuracy in high-volume data entry, reconciliation, and auditing
• Experience with payroll and accounting systems (e.g., ADP, Bullhorn, TempWorks, etc.)
• Strong Excel and mathematical skills
• Excellent communication and customer service abilities

Preferred

• Experience working in a staffing agency environment
• Advanced experience with payroll systems such as ADP, Bullhorn, or TempWorks
• Experience with accounts payable automation tools or ERP systems
• Certified payroll experience, including prevailing wage requirements
• CPP or FPC certification (or willingness to obtain)
• Familiarity with VMS/MSP platforms (Fieldglass, Beeline, etc.)

Key Competencies

• High attention to detail
• Confidentiality and integrity
• Strong time management and ability to meet tight deadlines
• Problem-solving and analytical thinking
• Ability to manage multiple priorities in a fast-paced environment
• Team collaboration and cross-department communication

Working Conditions

• Fast-paced, high-volume office environment May require extended hours during peak payroll and month-end periods