Accounting and Payroll Specialist

Description

Who We Are

MoboTrex is a leading manufacturer and distributor of traffic signal systems and intelligent transportation solutions, proudly supporting safer and smarter communities across North America. With decades of innovation and industry expertise, we provide high-quality products, technical excellence, and exceptional service to our customers in the traffic and infrastructure sectors.

We value collaboration, integrity, and continuous improvement—and we’re committed to fostering a work environment where every team member can thrive, learn, and make an impact.

Primary Objective 

The Accounting & Payroll Specialist plays a key role in supporting the financial accuracy and compliance of MoboTrex’s accounting operations. This position is responsible for maintaining vendor and customer records, assisting with accounts payable and receivable functions, reconciling statements, and ensuring data integrity within the accounting system.

In addition, the Specialist manages bi-weekly and semi-monthly payroll processing across multiple states, ensuring adherence to all federal, state, and local payroll regulations. This role requires a high level of accuracy, confidentiality, and collaboration with internal departments such as Human Resources and Operations.

Key Responsibilities:

Accounting Support

• Manage the setup and maintenance of new customers and vendors in the accounting system, including form verification and credit checks.
• Maintain and update existing customer and vendor records with current information and required documentation.
• Support Accounts Receivable by reviewing new customer orders for correct tax status, exemption certificates, and payment information.
• Upload and maintain tax exemption certificates in Avalara and enter credit card data in PayTrace.
• Serve as backup to the A/R Accountant during absences, performing invoicing, credit card processing, and payment entries.
• Assist Accounts Payable in reconciling vendor statements and resolving discrepancies in coordination with the AP team.
• Process and code fleet management invoices on a weekly and monthly basis.
• Review and assist in resolving outstanding items on Vouchers Payable and Shipped Not Invoiced reports by collaborating with vendors, Purchasing, and Sales.

Payroll Administration

• Prepare and process bi-weekly and semi-monthly payroll for multiple company codes in Paylocity, ensuring accuracy and timeliness.
• Compile, review, and validate timekeeping data, including hours worked, tips, benefits, deductions, and special earnings.
• Verify and process approved rate changes, bonuses, and garnishments in accordance with applicable laws.
• Maintain compliance with federal, state, and local wage and hour laws, including sick leave, overtime, and minimum wage requirements.
• Reconcile payroll prior to transmission and validate post-payroll reports for accuracy.
• Collaborate with Human Resources to ensure accurate employee data, including new hires, terminations, and benefit deductions.
• Manage and process funding notifications, tax payments, and reporting requirements for multiple jurisdictions.
• Process year-end reporting such as W-2s, W-2Cs, and related filings.
• Address and resolve all payroll-related inquiries with professionalism and confidentiality.
• Create and maintain weekly payroll folders with all appropriate backup documentation (e.g., timecards, time-off forms).

Reporting & Analysis

• Generate and customize payroll reports as needed, including wage, tax, and benefit analyses.
• Provide payroll data and reporting to management for budgeting, audits, and financial reviews.
• Assist in special payroll and accounting projects as assigned by the Payroll Supervisor or Accounting Manager.

Requirements

Qualifications

Education & Experience

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• 3+ years of payroll experience, including multi-state payroll processing.
• Proficiency with Paylocity or similar payroll platforms required.
• Strong knowledge of federal and state payroll laws, tax regulations, and reporting requirements.
• High attention to detail, accuracy, and confidentiality.
• Strong analytical, problem-solving, and organizational skills.
• Proficient in Microsoft Excel, Word, and general accounting systems.
• Excellent communication and interpersonal skills for interactin