HR/Accounting Administrator

Reports To: Business Manager

Department: Administrative / Finance / Human Resources

Location: Stockton, CA

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Position Summary:

The HR / Accounting Administrator is a dual-role position responsible for supporting day-to-day human resources functions while managing accounts payable, accounts receivable, purchasing, and assisting with payroll processing. This role ensures accurate and timely financial transactions, supports employees throughout the employment lifecycle, and maintains compliance with company policies and labor regulations. The ideal candidate is highly organized, detail-oriented, proficient in accounting systems, and capable of handling confidential information with professionalism and discretion.

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Key Responsibilities:

Human Resources Support (Approx. 40–50%)

• Assist with recruitment efforts including job postings, resume screening, interview scheduling, and background checks
• Prepare onboarding documentation and coordinate new hire orientation
• Maintain accurate and up-to-date employee records (paper and digital)
• Track employee attendance, PTO, timekeeping, and performance review schedules
• Assist with benefits administration including enrollments, terminations, and employee inquiries
• Support HR compliance efforts (EEO, I-9 verification, labor law postings, employee handbook updates)
• Assist with payroll preparation, including timecard review, data entry, and coordination with payroll providers
• Respond to employee questions regarding HR, benefits, and payroll matters
• Coordinate employee engagement and recognition initiatives
• Handle sensitive and confidential information with discretion

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Accounting & Finance (Approx. 50–60%)

Accounts Payable (A/P)

• Review, code, and upload vendor invoices using QuickBooks Online and Bill.com
• Match purchase orders, receipts, and invoices to ensure accuracy
• Prepare and process weekly check runs and ACH payments
• Reconcile vendor statements and resolve discrepancies
• Maintain accurate and organized A/P records and documentation
• Manage Accounts Payable inbox and respond promptly to vendor inquiries
• Assist with month-end close and financial reporting

Accounts Receivable (A/R)

• Generate customer invoices and ensure timely billing
• Post customer payments and apply cash receipts accurately
• Monitor aging reports and follow up on past-due accounts
• Resolve billing discrepancies and customer inquiries
• Maintain organized A/R records and documentation

Purchasing

• Assist with purchasing activities including vendor setup, purchase order creation, and tracking
• Coordinate with internal departments to ensure timely procurement of supplies and services
• Maintain vendor records and pricing agreements

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Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Business, or Human Resources preferred
• 2+ years of experience in an administrative role supporting HR, Accounts Payable/Receivable, purchasing, and payroll
• Working knowledge of HR practices, employment laws, and basic accounting principles
• Hands-on experience with QuickBooks Online and Bill.com required
• Payroll processing experience strongly preferred
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, SharePoint)
• Strong organizational, time management, and communication skills
• High level of accuracy, integrity, confidentiality, and attention to detail

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Work Environment:

• Office-based position with standard weekday hours, Monday–Friday, 8:00 AM – 5:00 PM
• Occasional travel to job sites or company locations may be required
• Prolonged periods of sitting; occasional lifting of office supplies (up to 20 lbs)

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Preferred Skills:

• Bilingual (English/Spanish) – Required
• Familiarity with Paycom – Not required
• Experience in service, facilities, or janitorial industry – Not required