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Payroll and Accounts Receivable Specialist

Location: Mountain View, California, United States
Job ID: 44577
Date Posted: Nov 20, 2019
Segment: Chemical
Business Unit: Hitachi Chemical
Company Name: Hitachi Chemical Diagnostics, Inc.
Profession (Job Category): Supply & Logistics
Job Type (Experience Level): Experienced
Job Schedule: Full-time
Remote: No

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Payroll and Accounts Receivable Specialist                  

Company: Hitachi Chemical Diagnostics

Location: Mountain View, CA

Reports to: Financial Planning and Analysis Manager  

Department: Finance


The Payroll and A/R Specialist prepares and processes the US, semi-monthly Payroll for exempt and non-exempt employees following APA guidelines.  Additional duties may include Accounts Receivable, Accounts Payable and Credit and Collections. This position works closely with Human Resources in regards to compensation, benefits and Leaves of Absences.


Essential Duties and Responsibilities:



  • Prepare and process semi-monthly full cycle US exempt and non-exempt payroll using ADP Workforce Now 2.0 software; including but not limited to, garnishments (set-up to termination), New Hires (set-up) benefits, weighted average, taxes and off-cycle requests  while ensuring compliance with Federal, State and local regulations
  • Portal Administration, update ADP Workforce Now, re-set passwords, set up and maintain user rights on system
  • Ensure the accuracy of payroll, including but not limited to: base pay, commissions, payroll taxes, employee changes, weighted averages, new hire set up, 401K, medical, garnishments, Section 125 and other deductions
  • Establish/maintain employee records; ensure employee changes are entered correctly and made on a timely basis; review changes for proper authorization and adherence to APA guideline including compliance with federal/state/local regulations
  • Monitor the administration of the electronic timekeeping system. Setup each employee, validate employee's charges, and adherence to FLSA; monitor submissions of approved timesheets, ensure valid data content to/from payroll service
  • Partner with Human Resources on all matters involving employees compensation, benefits and disability payments. Understand proper taxation of employer paid benefits, including 401(k) contributions and funding
  • Create PR Journal entries with G/L infolink, prepare and enter monthly P/R journal into G/L.
  • Set up and maintain Section 125 Flex Spending accounts and reporting with 3rd party vendor
  • Prepare and monthly/yearly sales commission.
  • Provide payroll information by answering questions and requests.
  • Resolve payroll discrepancies by collecting and analyzing information
  • Maintain GL mapping table of pay codes and deduction codes
  • Create payroll related reports
  • Prepare and audit Workers Comp. report
  • Maintain employee confidence and protect payroll operations by keeping information confidential
  • Perform other duties as necessary


Accounts Receivable/ Credit and Collections

  • Qualify distributors and customers, establish credit lines based on Dunn & Bradstreet credit sources and financial statements
  • Invoice International and Domestic sales for product and allergy testing services in Microsoft AX  Approve daily sales orders for shipment
  • Monitor customer account details for non-payments, delayed payments and other irregularities, place holds on accounts beyond terms
  • Prepare bank deposits and process credit card payments and post to accounts
  • Investigate and resolve customer queries and process adjustments
  • Prepare Monthly Sales Reports to reconcile to G/L and other billing software
  • Prepare Monthly commission reports for the Sales group


Sales Tax Reporting

  • Set up and maintain sales tax for direct customers in Account Receivable. 
  • Prepare monthly/quarterly sales taxes and reconcile the sales tax accounts.


· Working knowledge of ADP Workforce Now 2.0 software

· Working knowledge of APA principles including compliance with federal/state/local regulations

· Working knowledge of Microsoft AX Dynamics (preferred) and Microsoft Office (Word, Excel, Outlook)

· Working knowledge of FLSA and proper taxation of employer paid benefits, including 401(k) contributions and funding

· Ability to read, write and communicate in English

· Ability to meet timelines, accurately process payroll, prioritize responsibilities and self-check own work

· Detail oriented, problem solving  and critical thinking skills


Education and Experience:

・BA degree in Accounting (preferred) or Certified Payroll Professional (CPP)

・A minimum of two (2) recent years of working experience in processing payroll with ADP Workforce Now.


Supervisory Responsibility:

This position has no supervisory responsibilities.


Work Environment:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax 

Physical Demands:

・Long periods of sitting (continuously up to 2 hours at a time and up to 7.5 hours total in a day)

・Frequent use of hands (mouse, keyboard, writing) up to 2 hours at a time and up to 7.5 hours total in a day

・Frequent viewing of computer screen up to 2 hours at a time and up to 7.5 hours total in a day

・Ability to lift files, open filing cabinets and bend or stand on a stool as necessary


Position type and expected hours of work:


Travel Demands:



Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


Affirmative action plan/equal employer opportunity (AAP/EEO) statement:

Hitachi Chemical Diagnostics, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hitachi Chemical Diagnostics, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.



The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. Hitachi management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

    EOE-Females/Minorities/Protected Veterans/Individuals with Disabilities

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