Payroll and Accounts Payable Specialist

The Job/What You’ll Do:

The Payroll and Accounts Payable Specialist provides critical support to the Finance team to ensure the successful coordination of finance-related activities across departments. The primary responsibilities of this position include accounts payable processing, employee expense reimbursements, and general accounting support, with additional responsibilities related to supporting payroll activities. The Finance Specialist works under the direction of the Manager of Accounts Payable & Payroll and collaborates with Finance, Human Resources, employees, vendors, and service providers to ensure accurate and timely completion of assigned responsibilities.

Responsibilities:

• Gather all necessary supporting documentation (i.e., approvals, invoices, receipts, etc.) to process and pay accounts payable invoices.
• Review invoices for accuracy, reasonableness, appropriate coding, and required approvals in compliance with existing policies and procedures.
• Process accounts payable invoices and ensure timely and accurate payments to vendors.
• Research and resolve discrepancies, payment issues, vendor credits, and other accounts payable matters through effective communication with internal departments and vendors.
• Process employee expense reimbursement requests and credit card expense reports, ensuring appropriate documentation and approvals are obtained.
• Assist the accounting team with data entry, account reconciliations, journal entry support, and other routine accounting activities.
• Prepare necessary documentation to support the preparation of bi-weekly and monthly journal entries and the monthly financial statements.
• In collaboration with the Manager of Accounts Payable & Payroll and Human Resources representatives, assist with the review and preparation of information required for bi-weekly payroll and other payroll-related processes.
• Assist with reviewing payroll reports and identifying discrepancies or items requiring additional review.
• Assist with payroll adjustments and changes to payroll deductions as needed.
• Assist with the processing of Federal and State levies, Child Support payments, Writs of Garnishment, and other payroll-related transactions.
• Facilitate the transmission of 401(k) and other employee contributions as directed.
• Generate system-related reports and collaborate with Finance and Human Resources representatives to support the timely and accurate payment of benefit plan premiums.
• Assist with the collection, review, and maintenance of payroll files and records, both electronically and in hard copy.
• Assist with the distribution of W-2 forms and other year-end payroll-related activities.
• Generate required reports and gather supporting documentation for the annual Workers' Compensation audit.
• Communicate effectively across different levels and departments within the organization, as well as with vendors and service provider representatives, to resolve outstanding issues.
• Demonstrates initiative, curiosity, precision, and timeliness in the completion of required tasks and responsibilities.
• Maintains confidentiality when handling financial, payroll, employee, and vendor information.
• Performs other duties as assigned.

Knowledge, Skills, Abilities:

• Accounts Payable; Basic Accounting Principles; Accrual-Basis Accounting; Bookkeeping; Working Knowledge of Payroll Processes; Strong Financial Acumen; Strong verbal and written communication skills; Ability to analyze financial information and identify discrepancies; Ability to effectively communicate and resolve payment and financial issues; Proficiency in Microsoft Excel and various accounting and financial software programs; Ability to maintain confidentiality; Strong organizational and time-management skills; Keen attention to detail; Ability to prioritize and meet deadlines; Ability to work independently and collaboratively across departments; Willingness to learn and develop additional knowledge of payroll and accounting processes.

• Ability to act professionally and maintains appropriate boundaries with clients and staff.
• Ability to report as scheduled to work, meetings, training, and job-related activities prepared and as scheduled.
• Ability to consistently demonstrate compassion and meet people with compassion; Effort, every interaction deserves my best effort; and Ownership, which drives the company's success.
• Maintains an open and accepting mindset by being an active learner, participating in discussions with others, trying new approaches and ideas, and being self-aware and self-reflective for continual personal, professional and leadership growth.

Education & Experience:

• 3-5 years of experience in field, Required
• APA Certification, Preferred
• Associates Degree in Accounting, Finance, or related field, Required