Accounting & Payroll Specialist

Job Description:

The Accounting & Payroll Specialist is responsible for the financial administration of transportation operations, including customer billing, driver payroll, accounts receivable, fuel and expense reconciliation, month-end and year-end accounting processes, and regulatory reporting. This role ensures the accurate and timely processing of financial transactions while supporting internal departments, drivers, logistics partners, and customers. This position will also cross train as a dispatcher.

Essential Duties and Responsibilities:

Billing and Accounts Receivable

• Prepare and process customer invoices for transportation services, including raw material hauling, shuttle trailers, buildings, and other assigned freight.
• Process invoices for internal customers and external transportation clients in accordance with established billing procedures.
• Maintain separate billing batches for brokerage and in-house transportation activities.
• Coordinate invoice distribution with the Accounting Department and customers.
• Post customer payments and cash receipts to accounts receivable.
• Monitor aging reports and follow up with customers regarding outstanding balances.
• Provide weekly accounts receivable reports to management.

Driver Payroll Administration

• Process semi-monthly driver payroll in accordance with payroll schedules and banking deadlines.
• Review trip documentation for accuracy and reconcile mileage discrepancies.
• Calculate and process:
  • Loaded and empty mileage pay
  • Fuel surcharge (FSC)
  • Tarp pay
  • Drop pay
  • Additional mileage adjustments
• Process driver expense reimbursements and deductions, including:
  • Fuel purchases
  • Insurance deductions
  • Loan payments
  • Maintenance and repair deductions
• Prepare driver settlements for distribution via email or mail.
• Process logistics carrier payments and issue settlement checks.
• Coordinate mailing requirements, including domestic and international shipments.

Driver Compensation Programs

• Maintain driver pay rates and implement scheduled pay increases based on years of service.
• Process sign-on bonuses and employee referral bonuses.
• Calculate and process monthly incentive programs, including:
  • Driver bonus miles
  • Safety awards
  • Driver of the Month awards
• Place incentive payments on hold when required until compliance documentation is received.

Fuel and Expense Management

• Import and reconcile fuel transaction data from multiple vendors, including FleetOne, T-Check/EFS, and WEX.
• Process fuel discounts and deductions within driver settlements.
• Maintain electronic records and supporting documentation for fuel transactions.
• Process and reconcile T-Check advances and deductions.
• Coordinate documentation with maintenance personnel and drivers.

General Ledger and Financial Reporting

• Prepare weekly journal entries related to transportation expenses and T-Check activity.
• Perform month-end accounting procedures, including:
  • Financial report preparation
  • Accrual calculations
  • Journal entries
  • General ledger reconciliation
• Coordinate month-end close activities with the Accounting Department.
• Complete hard-close procedures and distribute final financial reports.

Year-End Accounting and Tax Reporting

• Complete year-end accounting close procedures.
• Process year-end closing entries to transfer nominal account balances.
• Prepare and distribute annual IRS Form 1099s for drivers and logistics carriers.
• Generate year-end earnings summaries for drivers upon request.
• Coordinate tax reporting file preparation for IRS submission.

Records Management and Compliance

• Maintain accurate payroll, billing, settlement, and accounting records.
• Ensure compliance with company policies and accounting procedures.
• Preserve supporting documentation for audits and financial reporting.
• Collaborate with Accounting, Credit, Operations, Dispatch, and Maintenance personnel to ensure accurate financial processing.
• Other duties as assigned by Team Leader

Knowledge, Skills, and Abilities

• Knowledge of payroll processing and transportation accounting practices.
• Understanding of accounts receivable, billing, journal entries, and general ledger processes.
• Strong attention to detail with the ability to reconcile discrepancies.
• Proficiency in Microsoft Excel, including importing and analyzing financial data.
• Experience working with transportation management and accounting software.
• Ability to manage multiple priorities while meeting payroll and financial deadlines.
• Strong organizational, analytical, and communication skills.
• Ability to maintain confidentiality of payroll and financial information.