Payroll, Accounts Payable Specialist

Job Summary: Under general supervision, uses intermediate skills gained through training and experience to process and support activities related to payroll processing, benefits administration, employee onboarding and HRIS implementation and administration for multiple clients. Also, uses intermediate skills to process invoices, issue checks, generate accounts payable reports and file copies of checks and backup for multiple non-profit clients. Follows established procedures and receives general guidance and direction to perform other work. Resolves most questions and problems and refers new or unusual issues to a higher level. Routine contact with internal co-workers and external clients is required to obtain, clarify or provide facts and information.

Essential Duties and Responsibilities:

· Accurately prepares, documents, reconciles and transmits payrolls for multiple clients, including time and absence tracking and adjustments and benefit changes, ensuring accuracy and compliance with relevant multi-state laws and regulations.

· Uses various import files, balance and control earnings and deduction totals in order to ensure accurate payroll processing. Prepares journal entries as required.

· Calculate and process employee wages, overtime, garnishments, tax levies, child support orders, deductions, and set up direct deposits while maintaining confidentiality and data integrity.

· Regularly run various payroll reports to audit and analyze computation of pay and associated deductions for accuracy.

· May conduct background checks, onboard new hires, assist with benefits administration including tracking enrollment, team member outreach, and monthly reconciliations, COBRA administration, and HRIS terminations for clients.

· Regularly communicates with clients regarding missing or inaccurate information.

· Regularly does system level set up of deduction codes, withholding taxes/locations, (including local taxes), and other set up for payroll and HRIS administration. Regularly and actively involved in system implementations with client and payroll/HRIS vendor.

· Regularly creates and/or runs reports as requested by Accountants, Controllers, CFO’s and/or clients.

· Processes requests for verifications of employment as provided by client.

· May prepare manual checks for corrections as approved by Controller. Enters and maintains information to ensure proper reconciliation and taxation.

· Ensure up-to-date documentation of standard processes with a focus on streamlining, continuous improvement, simplification and innovation.

· Regular participation in ADP Payroll and related continuing education and/or certification training.

· Compiles and sorts documents such as invoice and checks, and substantiates business transactions.

· Accurately codes invoices, vouchers, expense reports, check requests, etc., to ensure proper entry into the financial system and checks for proper signatures as required.

· Enters all invoice information into accounting software for payment, scans invoices, and electronically attaches the scan to the invoice.

· Creates new vendors within accounting software as necessary and determines 1099 status for each.

· Mails W-9 to appropriate vendors and follows up on outstanding documents.

· Professionally, courteously and in a timely manner, handles all vendor communication via phone or email as needed.

· Investigates and resolves problems associated with processing of invoices.

· Prepares check runs, and EFT reports for printing or processing.

· Processes remittance information from checks, drafts and ACH transfers for invoices, reviews instructions and accompanying items.

· Receives, researches and resolves a variety of routine internal and external inquiries and communicate the resolution of discrepancies to appropriate persons.

· Files, maintains, and distributes accounting documents, records and reports.

· Processes 1099s at year end for all clients assigned.

· May functions as a back up to other accounts payable specialists.

· Maintains currency in effective and efficient accounts payable processes and techniques.

· Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities:

Knowledge of:

· Intermediate concepts, practices and procedures in the processing and calculating of payroll (multi-state experience preferred) including wage withholding orders and garnishment, workers compensation, unemployment and pension reporting.

· HRIS system administration knowledge/experience preferred (ADP Workforce Now platform desired)

· Fundamental concepts, practices and procedures of Accounting and/or Accounts Payable processing techniques.

Skill in:

· Operating standard office equipment and using required software applications, including Microsoft Office and various automated payrolls processing systems.

· Operating accounting software applications. Prior experience using Financial Edge and/or QuickBooks is preferred.

· Operating 10 key calculator and scanner.

Ability to:

· Maintain confidentiality of information.

· Partner with clients, client teams and other functional areas to accomplish objectives.

· Attend to detail while maintaining a big picture orientation.

· Read, interpret, analyze and apply information from clients and various sources in order to accurately process payroll and invoices.

· Interpret and apply policies and identify and recommend changes as appropriate.

· Work under pressure on multiple projects concurrently and meet deadlines in a fast-paced work environment with frequent interruptions and changing priorities.

· Communicate effectively, both verbally and in writing.

· Balance competing priorities and perform effectively in a matrixed reporting structure.

· Work independently as well as collaboratively within a team environment.

· Handle stressful situations and provide a high level of customer service in a calm and professional manner.

· Establish and maintain effective working relationships at all levels of the organization.

Educational/Previous Experience Requirements:

· Minimum Degree Required:

o High School Diploma

· Required Disciplines:

o General Education or a related field

~and~

· 4 years of payroll processing/HRIS experience preferred, at least 3 years of Accounts Payable or general Accounting experience, or any equivalent combination of experience, education, and/or training approved by Human Resources. Experience using ADP automated payroll processing system preferred.

Licenses/Certifications:

· Licenses/Certifications Required at Date of Hire:

o None

Working Conditions:

Hours: Normal business hours. Some additional hours may be required.

Travel Required: less than 10% within the local area may be required. Some regular and consistent onsite client work may be required.

Working Environment: Climate controlled office environment during normal business hours.

Physical Requirements:

Sitting

Up to 7 hour(s) per day

Lifting

Up to .5 hour(s) per day

Walking

Up to 2 hour(s) per day

Up to 50 max. pounds**

Standing

Up to 4 hour(s) per day

Pushing

Up to .5 hour(s) per day

Bending

Up to 1 hour(s) per day

Up to 50 max. pounds**

Squatting

Up to 1 hour(s) per day

Pulling

Up to .5 hour(s) per day

Stooping

Up to 1 hour(s) per day

Up to 50 max. pounds**

Reaching

Up to 2 hour(s) per day

Climbing

Up to .5 hour(s) per day

Balancing

Will not generally apply

Stairs

Up to .5 hour(s) per day

Twisting

Up to 1 hour(s) per day

Ladder

Will not generally apply

Crawling

Will not generally apply

Step-stool

Will not generally apply

Kneeling

Up to 1 hour(s) per day

Excessive heat

Will not generally apply

Typing

Up to 4 hour(s) per day

Excessive cold

Will not generally apply

Data Entry

Up to 4 hour(s) per day

Dust

Will not generally apply

Humidity

Will not generally apply

Loud Noise

Will not generally apply

Hands in Water

Will not generally apply

Unusual hearing or vision demands:

None specified

Other physical demands or notes:

** Employees should not attempt to lift, pull or push a load in excess of 50 lbs. without assistance. Care should always be taken when lifting, pushing or pulling in an awkward position.

Last updated: May 16, 2024

DISCLAIMER

The preceding job description has been designed to indicate the general nature of work performed; the level of knowledge and skills typically required; and usual working conditions of this position. It is not designed to contain, or be interpreted as, a comprehensive listing of all requirements or responsibilities that may be required by employees in this position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee Signature: ________________________________________________ Date: __________________