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RailWorks Corporation is an Equal Opportunity Employer (Minorities/Females/Veterans/Disabled).

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Office Manager
REQUISITION NUMBER:20180130-92001-001
HOME COMPANY:West Regional Center
COMPANY LOCATION:West Regional Center - Olympia, WA
Job Responsibilities:

Position Summary


Oversees and directs and performs payroll, accounts receivable and accounts payable activities (including timekeeping and HR).  This includes but is not limited to payroll preparation, data entry, payroll review, payroll audits, payroll system maintenance; accounts payable operations includes invoice processing and procurement support, vendor relationship management and system functionality; accounts receivable operations includes working with Operations to prepare customer invoicing and resolution of issues.


Primary/Essential Responsibilities and Duties


  • Oversees the approval of and preparation of payroll data
  • Ensures the accurate and timely processing of all actions including new hires, transfers, changes and terminations
  • Manages the accurate processing of direct deposit requests, time off, and employee deductions for benefits

  • Ensures compliance with all applicable state and federal wage and hour laws and payroll tax requirements
  • Establishes appropriate audits and checks and balances to ensure payroll compliance and accuracy

  • Critically reviews and analyzes current payroll, benefits and tax procedures in order to recommend and implement changes leading to best-practice operations
  • Communicates actively with HR and other functions to reconcile data sharing
  • Oversees the resolution of complex payroll issues and offers assistance and expertise

Accounts Payable

  • Develops, maintains and executes accounts payable policies and processes; maximizes resources to enhance department operations
  • Manages collection, processing and retention of invoices and payments
  • Reviews work produced by staff to ensure it is accurate and is being processed in a timely manner, per policies and payment terms
  • Ensures that accounts are reconciled and bookkeeping entries are complete and accurate
  • Monitors spending for adherence to budgets; recommends variances as necessary
  • Investigates and handles complex transactions and vendor issues
  • Gathers and reviews statistics based on volume and distribution to increase proficiencies throughout the department

Accounts Receivable

  • Tracks outstanding payment issues through resolution
  • Creates invoices
  • Understands contractual billing requirements
  • Makes collection calls and documents results of calls
  • Handles accounts receivable inquiries
  • Generates aging reports and other accounts receivable analysis reports; identifies critical issues and escalates as appropriate


General/Other Responsibilities and Duties


  • Hires, trains and manages staff
  • Interfaces with internal and external auditors
  • Orders and replenishes office supplies.
  • Arranges for maintenance and repair of office equipment.
  • Reviews invoices and solves discrepancies between P.O.s and invoices.

Job Qualifications:

Required Skills and Qualifications


  • Associate’s degree in Accounting or Finance;  Bachelor’s degree preferred; Certified Payroll Professional designation is a plus
  • A minimum of 5 to 7 years professional payroll experience, with a minimum of 2 years supervisory/management experience
  • A minimum of 4 years professional accounts payable and/or accounts receivable experience
  • Familiarity with general accounting principles
  • Ability to effectively hire, train and manage staff
  • Ability to solve problems and increase efficiency
  • Ability to handle highly confidential and sensitive information and to perform with a high level of professionalism, and integrity
  • Strong analytical and problem solving skills; detail-oriented
  • Strong  planning and organizational skills and ability to meet deadlines
  • Strong written and oral communication skills
  • Strong interpersonal, written and verbal communication, and customer service skills
  • Proficiency with Microsoft Office suite with advanced Excel skills


Physical/Travel/Attendance Requirements

Physical Requirements and Working Conditions


  • Works in an office environment
  • Frequently sits for long periods of time
  • Frequently speaks, reads, writes and uses a computer keyboard
  • May require occasional standing, walking, lifting, stooping, or bending


This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position.  There may be unplanned activities and other duties as assigned.


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