Accounting Specialist (AP/AR/Payroll)

Position Overview:

Full-time, on-site role that runs vendor payments, customer billing and collections, and bi-weekly payroll for a regulated sterile manufacturing operation. 

Location: Alachua, FL

Position Type: Full-Time

Schedule: Monday - Friday (day shift)

Compensation Range: $55,000 - $65,000

 

Key Responsibilities:

Accounts Payable

• Process vendor invoices using three-way match (PO, receiver, invoice); code to the correct GL, cost center and inventory accounts.
• Run weekly payment batches (ACH, check, wire) and reconcile vendor statements; resolve price/quantity discrepancies.
• Maintain the vendor master (W-9s, remittance details, fraud-prevention callbacks); prepare accruals, AP aging and 1099 data.

Accounts Receivable (basic)

• Generate customer invoices (e.g., hospitals, clinics, providers) from shipped orders and verify pricing and terms.
• Post customer payments and apply cash; monitor AR aging, send reminders and escalate delinquent accounts to the Controller.
• Prepare credit memos and refunds per policy; reconcile the AR sub-ledger and deposits to the GL.

Payroll

• Process bi-weekly payroll, including overtime, shift differentials, PTO and new-hire/termination changes.
• Audit time and attendance; reconcile payroll registers and tax deposits to the GL; handle benefit deductions and garnishments.
• Complete quarterly and year-end filings (941, FL reemployment tax, W-2); answer pay questions and keep records confidential.
• Occasional overtime around payroll, month-end and year-end close.

Compliance & General

• Follow cGMP and good documentation practices on all AP, AR and payroll records; maintain segregation of duties and approval limits.
• Support internal/external audits, month-end close and ad-hoc finance projects.

 

Required Qualifications:

• 3–5 years of progressive experience in accounts payable and payroll processing, including basic accounts receivable.
• Associate degree in accounting, finance or business, or equivalent experience (bachelor's preferred).
• Working knowledge of three-way match, payroll tax rules and GL coding; proficient in Excel and a full-featured ERP system.
• Strong attention to detail and confidentiality; clear written and verbal communication; ability to meet strict payroll and payment deadlines.

Preferred Qualifications:

• Experience in a manufacturing environment, ideally pharmaceutical, 503B outsourcing or other FDA-regulated operations.
• Hands-on experience with the QAD ERP system (AP, purchasing and general ledger modules).
• Familiarity with cGMP and good documentation practices; experience with a payroll platform such as ADP, Paycom or Paylocity.
• CPP (Certified Payroll Professional) or FPC certification, or progress toward one.

Work Environment:

This position is primarily based in an onsite work environment. The role requires regular periods of sitting, standing, and computer use, with occasional lifting as needed. Reasonable accommodations may be made for individuals with disabilities. This role also requires the following:

• Must adhere to strict Occupational Exposure Limits (OELs) and NIOSH hazardous drug protocols when weighing, compounding, or packaging Schedule III hormones and other potent endocrine-disrupting compounds.
• Required to wear specialized PPE, including respirators and full-body protective suits, for extended periods. Candidates must be medically cleared to wear a respirator and pass standard fit-testing prior to handling active pharmaceutical ingredients.
• Willingness to comply with ongoing medical monitoring, including baseline and periodic hormone level testing as part of our commitment to employee health and workplace safety.