Payroll and Accounts Payable Administrator

Overview

The Payroll and Accounts Payable Administrator is responsible for the accurate and timely processing of payroll and accounts payable functions for a fast-paced business consulting firm. This role ensures compliance with payroll regulations, maintains vendor relationships, and supports the finance team with reconciliations, reporting, and internal controls. The ideal candidate is detail-oriented, deadline-driven, and experienced using Paychex.

Payroll Administration

• Process bi-weekly and/or semi-monthly payroll using Paychex for salaried and hourly employees
• Maintain employee payroll records, including new hires, terminations, pay changes, and benefits deductions
• Ensure payroll compliance with federal, state, and local regulations
• Respond to employee payroll inquiries and resolve discrepancies promptly
• Prepare payroll reports and assist with audits and year-end processing (W-2s, payroll reconciliations)

Accounts Payable

• Process vendor invoices, employee reimbursements, and credit card transactions
• Verify invoices for accuracy, proper approvals, and correct coding
• Maintain vendor records and resolve payment discrepancies
• Prepare weekly payment runs (ACH, check, and wire payments)
• Reconcile AP subledger to the general ledger

Accounting & Administrative Support

• Assist with month-end close activities related to payroll and accounts payable
• Support budgeting, cash flow tracking, and financial reporting as needed
• Maintain strong internal controls and documentation
• Collaborate with HR, finance, and external vendors to ensure smooth operations
• Participate in process improvement initiatives to enhance efficiency and accuracy

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• 3+ years of experience in payroll and accounts payable administration
• Hands-on experience with Paychex required
• Strong understanding of payroll laws, tax reporting, and AP best practices
• Proficiency in Microsoft Excel and accounting systems
• High attention to detail with excellent organizational and time-management skills
• Ability to handle sensitive and confidential information with discretion

• Experience in a professional services or consulting environment
• Familiarity with multi-state payroll
• Strong problem-solving and communication skills