Payroll & AP Specialist

La Clínica del Pueblo

Job Description

Job Title: Payroll & AP Specialist

Department: Finance

Supervisor: Controller

Location: In Office 4 days a week and Remote 1 day a week

Classification: Exempt

Synopsis: La Clínica Del Pueblo (LCDP), a Federally Qualified Health Center in Washington DC and Maryland, is looking to hire an individual who is well organized and detail oriented. LCDP has a growing Accounting & Finance department and needs assistance with reconciliations, invoices, deposits, allocations, preparations for financial audits, and general support with other accounting procedures. The role of the Payroll and AP Specialist is responsible for payroll processing; responsible for AP Processing, responsible for maintaining the overall accuracy, integrity, and completeness of the organization’s payroll and AP systems.

Qualifications:

Required Education and Experience:

• Bachelor’s degree in accounting or business administration from a 4-year college or an equivalent combination of education and experience

• Three-five years of related or equivalent experience in payroll and or AP processing

• Experience managing retirement plans

• Experience managing a 5500 audit

• Experience using payroll systems. Experience using ADP Workforce Now; required

• Experience in out of State hiring and payroll tax enrollment required

Preferred Education and Experience:

• Non profit grant experience preferred

• Experience using accounting software Intacct

• Experience working in healthcare settings preferred

Required Skills/Abilities/Certifications/Licenses:

• Able to maintain confidential information

• Able to work independently and exercise independent judgement

• Able to research and develop solutions internally and from issues arising with outside agencies

• Able to interact with employees to resolve issues that arise from payroll run

• Strong data entry skills

• Excellent attention to detail

• Strong interpersonal skills

• Professionalism and strong work ethic

• Attention to detail, planning and organizational skills

• Excellent verbal and written communication and interpersonal skills

• Willingness to learn new skills

Preferred Skills/Abilities/Certifications/Licenses:

• Bilingual–English/Spanish

Duties and Responsibilities:

Payroll Processing:

• Review and identify needed corrections to timesheet entries and PTO requests in payroll system.

• Responsible for payroll and AP runs twice every month

• Sending notifications to employees as needed

• Coordinate with HR on payroll changes and related statutory issues

• Coordinate with Controller on issues that need clarification

• Process payroll changes for the pay period

• Process payroll then forward payroll journal to HR Director and Controller for review.

• Perform research and follow up work regarding payroll payment issues.

• Oversight of W2’s administration

• Back up to Associate Director of Finance regarding allocation of employee time as applicable to grants

Payroll Reconciliations:

• Prepare audit reports and payroll reconciliations to match trial balance. Communicate with auditors regarding prepared documents to explain or justify their content in alignment with statutory requirements.

• Work with governmental agencies regarding reconciliation and payment of statutory deductions

• Coordinate with benefits specialists to match employee benefits

• Prepare accurate and timely quarterly 941 reports.

Other Essential Functions:

• Working with auditors on all payroll related issues.

• Respond to staff questions and challenges with payroll system.

• Provide training and resources to staff and managers as needed with payroll system.

• Training employees on payroll process and responding to inquiries.

• Review STD file and make sure accurately reflects STD leave for the fiscal year

• Analyze and provide payroll reports for UDS and various cost reports

• Oversight of the 403b/5500 audit

• Accountable for ensuring the 5500 is reviewed, accurate and filed on time yearly

• Interact with 403B broker and resolve any issues

• Recommend policy changes to 403B plan

• Follow and upholds La Clinica’s policies and procedures, works collaboratively to ensure La Clinica’s mission and values

• Performs other duties as assigned

Accounts Payable:

· Daily receipt and review of invoices from vendors submitted to email inbox

· Follow up with vendors and outside agencies for discrepancies

· Redistribution of invoices to responsible managers and employees

· Process for payment invoices/vouchers that are not distributable to managers and staff.

· Continuous reviewing, monitoring and ensuring that invoices distributed to managers have all been entered in accounting software

· Identify needed corrections to coding and record entries to correct coding on expenses, as necessary/ requests in the accounting system

· Ensuring on the 2nd and 16th of every month that all submitted invoices have been approved by managers and directors

· Sending email reminders out for any delinquencies, and follow up to ensure complete

· Set-up ACH payments for vendors.

· Adding new contractors and vendors in Accounting software, verifies contractors and vendors are clean in SAMS.gov.

· Annual review of existing contractors and vendors

· Use available prompt payment discountsAdvise CFO on critical and non-critical vendor payments.

· Accountable for preparation, review, corrections and distribution of 1099s

· Manage with CFO the outflow of cash as it pertains to prioritizing payments

· Preparing and printing checks/ACH are prepared after receiving the necessary approvals from the CFO and mailing checks to vendors.

· Perform research and follow up work regarding vendor payment issues.

Accounts Payable Reconciliations:

· Prepare monthly reconciliations of AP general ledger

· Prepare audit reports and reconciliations, as requested. Communicate with Auditors regarding prepared documents to explain or justify their content in alignment with GAAP.

· Reconcile company credit cards monthly. Review reconciliations prepared by staff credit card holders. Process for payment.

· Prepare accurate and timely 1099 vendor payment reporting.

· Maintain accurate vendor files, ensure no vendors are debarred in SAM.gov. This step is required for all new vendors and annually for all vendor

Other duties as assigned.

Supervisory Responsibilities:

• None

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer

• Able to communicate verbally or through other resources for prolonged periods of time

• Must be able to lift up to 15 pounds at times

Equal Opportunity Employer. We affirm all identities at La Clínica and expect all employees to welcome and work with colleagues and clients, regardless of sexual orientation, gender identity, race/ ethnicity, country of origin, language, other ability, age, religion, or other identity.