Payroll and Accounting Specialist

GENERAL SUMMARY:  

The payroll and accounts specialist manages accurate, timely processing of employee compensation, tax withholdings, benefits, and other deductions, ensuring compliance with all relevant regulations. The role also involves maintaining detailed financial records, reconciling accounts, financial reporting, and addressing payroll inquiries, all requiring strong attention to detail, math skills, and familiarity with payroll and accounting software.

Essential Responsibilities included, but not limited to:

General Accounting & Financial Reporting

 

• Own and reconcile key general ledger accounts with a high degree of accuracy, ensuring compliance with US GAAP.
• Prepare and post journal entries and perform variance analysis as part of the month-end, quarter-end, and year-end close.
• Prepare and bill monthly invoices, ensuring alignment with Federal, State, and Private contracts.
• Be the liaison with Senior Care Organizations (SCO).

Compliance, Audit, and Tax Support

 

• Ensure operational adherence to internal controls, accounting policies, and external regulatory requirements.
• Support internal and external audits by providing schedules and documentation.

Process Optimization & Documentation

• Proactively identify process inefficiencies in both accounting and mobility operations, recommending and implementing improvements-particularly those that can be automated or streamlined.
• Develop high-quality process documentation and workflows that facilitate knowledge transfer, audit readiness, and operational consistency.
• Partner with cross-functional stakeholders (Finance, Payroll, HR, Legal) to align processes and improve global compliance infrastructure.

Payroll

• Process full-cycle, multi-state payroll for all employees, ensuring compliance with federal, state, and local regulations.
• Maintain payroll records and ensure accuracy of data in the payroll system.
• Respond to employee payroll inquiries and resolve discrepancies promptly.
• Coordinate with HR on new hires, terminations, benefits, and time-off policies affecting payroll.
• Prepare payroll-related reports for management and auditors as needed.

ESSENTIAL FUNCTIONS:

COMPETENCIES NEEDED:

Accountability: Demonstrates a high level of commitment to achieving results. Regularly produces accurate and professional work.

Customer Service Orientation:   Learns internal and external customer needs and how best to meet them.  Responds to requests in a timely and thorough manner; does what is necessary to ensure consumer satisfaction; prioritizes consumer needs.

Communication Skills: Listens, speaks, and writes clearly and concisely; ensures all involved are kept informed about issues or changes; keeps supervisor informed about progress and problems.

Critical Thinking and Problem Solving: Recognizes the signs of a problem and utilizes available resources to resolve; analyzes procedures for possible improvements.

Active Learning and Listening: Understands the implications of new information for both current and future problem-solving and decision-making. Gives full attention to what other people are saying, ensures understanding, asks questions as appropriate and needed to complete tasks.

Job Knowledge/Technical Knowledge: Demonstrates knowledge of techniques, skills, equipment, procedures, and materials. Applies knowledge to identify issues and internal problems; works to develop additional technical knowledge and skills.

Quality of Work: Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.

Teamwork and Cooperation Demonstrates willingness to work with others toward a common goal (task force, special issue) as opposed to working in competition with others.

WORK ENVIRONMENT:

This role is a hybrid role with office time in our Burlington, MA office and remotely from home weekly.  This role regularly requires the use of a computer, telephone, and other standard office equipment. 

PHI and PII:

• This role has access to Protected Health Information (PHI) and therefore the employee must adhere to Minuteman's confidentiality policy and HIPAA regulations.
• This role has access to Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman's confidentiality policy and MA Executive Order 504.
• This role has access to Protected Health Information (PHI) and Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman's confidentiality policy, HIPAA regulations, and MA Executive Order 504.

QUALIFIED APPLICANTS WILL HAVE:

• 3 +/- years of payroll processing experience.
• High school diploma or equivalent required.
• Experience with financial reports and accounting statements preferred.
• Strong understanding of payroll regulations and compliance requirements
• Proficiency with payroll systems (experience with Paycom or similar systems preferred)
• Experience utilizing MS Office, including Word and Outlook email and calendars.
• Attention to detail, discretion, and confidentiality.
• Clear and professional communication skills, both written and verbal.