Accounts Receivable - Contracts & Certified Payroll

Accounts Receivable Specialist – Contracts & Certified Payroll

Location: Arkansas
Department: Accounting
Reports To: Controller

Position Summary

The Accounts Receivable Specialist is responsible for application processes, with a specialized focus on contract billing and certified payroll compliance for public and private projects. This role ensures accurate invoicing, timely collections, and strict adherence to Arkansas and Texas state requirements, as well as federal labor regulations associated with certified payroll reporting.

Key Responsibilities

Accounts Receivable & Billing

• Prepare and issue accurate invoices based on contract terms, including progress billing, retainage, and milestone schedules
• Monitor accounts receivable aging and follow up on outstanding balances to ensure timely collections
• Maintain detailed customer account records and documentation

Contract Management

• Review contracts to determine billing requirements, payment schedules, and compliance obligations
• Ensure billing aligns with contract terms, including change orders and amendments
• Track retainage, releases, and lien waivers in accordance with Arkansas and Texas lien laws
• Coordinate with project managers to ensure accurate job costing and invoicing
• Knowledge of Insurance and Bond requirements

Certified Payroll Compliance (Arkansas & Texas)

• Prepare and submit certified payroll reports in accordance with:
  • Federal Davis-Bacon Act requirements
  • Arkansas prevailing wage laws (where applicable)
  • Texas public works and prevailing wage requirements (Texas Government Code Chapter 2258)
• Maintain accurate employee wage data, job classifications, fringe benefits, and hours worked
• Ensure compliance with multi-state prevailing wage determinations and project-specific labor requirements
• Monitor differences in reporting requirements between Arkansas and Texas public entities
• Respond to audits, agency requests, and compliance reviews

Collections & Customer Relations

• Communicate with clients regarding account status, billing issues, and payments
• Resolve disputes related to invoices, contract terms, or compliance matters
• Build and maintain strong relationships with customers, project managers, and stakeholders

Reporting & Reconciliation

• Generate AR aging reports and provide status updates to management
• Reconcile accounts receivable subledger to general ledger
• Assist with month-end and year-end closing processes
• Support financial audits and provide requested documentation

Qualifications

Education & Experience

• Associate or Bachelor’s degree in Accounting, Finance, or related field preferred but not necessary 
• 1+ years of accounts receivable experience, preferably in construction or contract-based industries
• Knowledge of certified payroll and prevailing wage compliance required
• Experience working with multi-state (Arkansas and Texas) compliance strongly preferred

Skills & Competencies

• Strong understanding of contract billing, retainage, and job costing
• Knowledge of certified payroll systems and prevailing wage compliance
• Familiarity with Arkansas and Texas lien laws, prompt pay requirements, and public works regulations
• Proficiency in accounting software (e.g., QuickBooks, Sage, Viewpoint, or similar ERP systems)
• Advanced Microsoft Excel skills
• Excellent attention to detail and organizational skills
• Strong communication and problem-solving abilities

Preferred Qualifications

• Experience with government contracts or public works projects in Arkansas and Texas
• Knowledge of multi-state payroll compliance and reporting differences
• Understanding of Texas monthly lien notice requirements and Arkansas lien processes

Working Conditions

• Primarily office-based with standard business hours
• May require occasional overtime during peak billing cycles, audits, or compliance deadlines

Key Success Indicators

• Accurate and timely invoicing across multi-state projects
• Full compliance with Arkansas, Texas, and federal certified payroll regulations
• Timely and accurate handling of retainage, lien notices, and contract billing
• Strong client relationships and minimal billing disputes