Accounts Receivable Clerk

Location: Charlottesville, VA

Job Title: Account Receivable Clerk

We've been the go-to crew for keeping Charlottesville cozy for nearly a century!

Are you ready to continue your career progression and join a team that's all about your growth and success? We're not just about the job – we're about building careers that last. We're proud to be a company that values good old-fashioned hard work and the satisfaction of a job well done.

The Accounts Receivable & Payroll Specialist is responsible for managing customer payments, invoicing, payroll processing, employee deductions, and supporting administrative accounting functions for a home services company. This role works closely with service, sales, and customer service teams to ensure accurate billing, timely collections, and compliance with payroll, tax, and benefit requirements.

Responsibilities and Expectations:

Accounts Receivable & Customer Billing

• Receive, post, and apply customer payments accurately in ServiceTitan and QuickBooks

• Create and send monthly invoices to contract customers

• Review open and unpaid invoice reports to ensure invoices have been mailed or emailed

• Follow up on outstanding balances by phone or email as needed

• Verify and process credit cards on file for service payments

• Assist customers making payments in person

• Issue refund checks when necessary

• Apply undeposited funds to match bank deposits in QuickBooks

• Make bank deposits and process incoming mail

Payroll & Employee Compensation

• Compile service hours from timecards and ServiceTitan reports weekly

• Process bi-weekly payroll

• Reimburse payroll checking account from main operating account

• Process monthly commission payments

• Maintain employee vacation and PTO balances

Employee Deductions & Benefits Administration

• Process child support and other employee garnishments and remit payments to government entities

• Manage 401(k) employee deductions and transmit contributions to provider

• Process Health Savings Account (HSA) deductions and remittances

• Enroll eligible employees in insurance benefits

• Pay monthly insurance premiums

• Invoice employees for tool purchases and apply tool allowance credits annually

Accounting & Administrative Support

• Set up HVAC and plumbing contract jobs in QuickBooks

• Open and manage daily office email communications

• Maintain and fund the postage meter and ensure system updates are current

• Assist customer service representatives, contract salespeople, and other staff with billing or account questions

• Handle workers’ compensation claims

• Create annual OSHA reports

• File quarterly state sales tax returns (Form ST-9) and submit payments

• Provide employee manuals and assist with onboarding new employees

Compliance & Reporting

• Ensure accurate recordkeeping for payroll, taxes, and benefits

• Maintain compliance with federal, state, and local regulations

• Support audits and internal reviews as needed

Requirements:

• High school diploma or equivalent required; accounting coursework or degree preferred

• Minimum 2 years of experience in accounts receivable, payroll, or accounting support

• Experience in a home services, construction, HVAC, or plumbing company strongly preferred

• Proficiency in QuickBooks and ServiceTitan

• Strong attention to detail and accuracy

• Ability to manage confidential information

• Excellent communication and customer service skills

• Strong organizational and time management abilities

What Can We Do for You?

• Earn $18 - $26 per hour , depending on your experience.

• Medical, dental, and vision insurance

• 401K plan with company match.

• PTO and paid holidays.

• Explore abundant growth opportunities within the organization and access training reimbursement for continuous learning.

• Take pride in contributing to a legacy of exceptional service and making a positive difference in the community.

The compensation for this position is expected to range between $18.00 - $26.00 per hour . This range is a good-faith estimate, based on the qualifications necessary for the position, including experience, training, and other considerations permitted by law. Factors that may be used when making an offer may include a candidate’s skills, experience, the expected quality and quantity of work, and internal pay alignment, as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.