PURPOSE OF THE POSITION
The purpose of the Payroll & Accounts Payable Specialist is to process payroll and accounts payable, scan, process and prepare for payment accounts payable invoices, and to assist the Director of Finance in the completion of the monthly close process. The position will also assist the Director of Finance and Payroll Accounts Payable Supervisor with special projects using Microsoft Excel and QuickBooks.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Every effort has been made to make this job description as complete as possible, however in no way is it stated or implied that these are the only duties you are required to perform; other related duties necessary to meet the needs of the organization may be assigned to you.
Payroll
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Process and audit payroll for all assigned companies on a bi-weekly basis. Answer employee payroll questions in a timely and professional manner. Duties may include, but are not limited to:
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Utilize ADP to ensure that bi-weekly payroll is completed in a timely manner.
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Ensure that expense reimbursements are processed accurately and in a timely manner.
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Ensure that employee entries into the mileage reporting system are timely, and also prepare a bi- weekly file for interface with ADP.
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Prepare and transmit bi-weekly 401k contribution and match information to 401k provider.
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Calculate and/or verify paid time off and holiday pay.
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Calculate and process retro payments and bonus payments as required.
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Process vendor payments via Wire, ACH or Checks depending on vendor needs.
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Maintain all electronic payroll files in an organized manner.
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Respond to employee and supervisor questions regarding payroll.
Accounts Payable
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Communicate with third party vendors in order to process invoices and reconcile vendor statements.
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Maintain organization for all records. Duties may include, but are not limited to:
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Ensure all invoices and claims are posted and paid in a proper and timely manner.
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Reconcile vendor account statements monthly to make sure accounts payable records agree with vendor customer account statements, and resolve discrepancies in a timely manner.
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Monitor recurring invoices and alert management of large variances.
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Maintain an organized system for accounts payable records.
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Print checks for signatures, mail payments, and scan invoices.
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Maintain vendor file information in accounting system and prepare annual 1099’s.
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Ensure all invoices received for payment have proper internal approval.
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Track and post company credit card transactions into accounting system.
Other/Administrative
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Assist Director of Finance with month end process by printing financial statements
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Assist Director of Finance with annual budgeting process as required
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Assist with special projects as needed
ADDITIONAL FUNCTIONS AND DUTIES
Completes all other duties as assigned and apparent.
REQUIRED QUALIFICATIONS
- Demonstrated knowledge of ADP Payroll Processing, client uses ADP Workforce
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If not familiar with ADP, need experience with other payroll companies in the US
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Demonstrated ability meeting tight deadlines and high productivity demands
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Proficiency in and knowledge of Microsoft applications including Outlook, Word, and Excel
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Demonstrated experience operating standard office equipment
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Demonstrated effective written and oral communication skills
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Demonstrated excellence in attention to detail
PREFERRED QUALIFICATIONS
- Intermediate to Advanced level skill in ADP Payroll Processing (or other US payroll companies)
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Experience generating reports is a “nice to have”
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Advanced-level skill in Microsoft applications including Outlook, Word, Excel and Power BI
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Demonstrated strong presentation and interpersonal skills
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Demonstrated ability understanding and complying with county, state, and federal compliance
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and regulations
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Demonstrated effective time management and organizational skills
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Demonstrated experience managing multiple priorities, working independently and taking
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initiative
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Demonstrated experience maintaining a professional composure and effectively representing
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the organization
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Demonstrated experience maintaining a high level of confidentiality
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Demonstrated experience exercising good judgment and applying effective listening skills
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Demonstrated excellent customer service skills
EDUCATION AND WORK EXPERIENCE
This position requires a College Degree + 6-10 years of Accounting experience.
Other Info:
The Client is looking for a professional, responsive, and personable individual to join our team in providing bookkeeping and accounts payable services with a customer service focus. The person should have experience with handling accounts of multiple companies and the ability to use the multitude of tools available in QuickBooks. The person should be assertive and ask questions when needed; no one expects perfection, but client expect accuracy and to double-check work. They work a lot as a team and will need availability for online teams meeting. The first month will have a lot of training to help familiarize you with the depth of the work.
Shift / Hours:
Monday Friday in one single shift, 2:00 AM CST 11:00 AM CST. Note this is +13 hours Philippine time, which will be 3:00 PM PHT 12:00 AM in PHT.
