Bookkeeper & Payroll Specialist

Job Summary

The Bookkeeper & Payroll Specialist at Mountain Spring Vascular (DBA National Vascular Associates & Mountain Spring Podiatry) is responsible for managing day-to-day financial transactions and payroll operations for a dynamic multispecialty medical practice with multiple locations throughout the DMV area. This role encompasses processing bi-weekly payroll, maintaining accurate financial records, handling accounts payable/receivable, and preparing monthly financial reports. The ideal candidate will demonstrate attention to detail, strong organizational skills, and the ability to maintain accuracy in a fast-paced environment.

This is a remote position with candidate preference in MD.

Key Responsibilities

Payroll Administration

• Process bi-weekly payroll for 130+ employees using Paychex.
• Investigate and resolve payroll discrepancies and ensure compliance with payroll regulations.
• Manage employee travel and expense reimbursements.
• Set up and manage tax withholdings

Bookkeeping & Financial Records

• Record daily financial transactions and ensure data is properly categorized.
• Reconcile bank accounts, credit card statements, and vendor accounts in QuickBooks.
• Maintain general ledger and ensure all financial records are accurate and up-to-date

Accounts Payable

• Process vendor invoices and ensure payments are made accurately and on time.
• Monitor and manage outstanding payables, following established procedures.
• Ensure adherence to company policies and internal controls for all payables activity.

Accounts Receivable

• Generate and send customer/patient invoices.
• Monitor receivables, follow up on overdue accounts, and manage collections processes.
• Apply incoming payments correctly and maintain accurate A/R aging reports.
• Coordinate with front office or billing staff to resolve discrepancies in payments or charges.

Reporting & Analysis

• Prepare monthly financial reports to assist in business planning and decision-making.
• Assist in budget preparation and financial forecasting.
• Identify opportunities to streamline financial processes and recommend improvements.

Collaboration & Compliance

• Work closely with the Chief Operating Officer (COO) to ensure smooth financial operations.
• Support staff with bookkeeping and accounts payable inquiries.
• Ensure compliance with internal policies and relevant financial regulations.

Additional Duties

• Assist with audits, tax filings, and other financial reviews as needed.
• Perform other bookkeeping or payroll-related tasks as assigned.

Required:

• Minimum of 5 years of experience in bookkeeping and payroll processing.
• Strong proficiency in Microsoft Excel.
• Solid understanding of accounting principles and financial practices

Preferred

• Experience using UKG Ready for payroll processing.
• Experience with QuickBooks for bookkeeping and financial reporting.