Payroll and Accounts Payable Specialist

HOURS: :
Full-Time 40-hour work week 8:00 am – 5:00 pm Monday – Friday

SUMMARY: Provides administrative support to Chief Financial Officer. Responsible for managing the organization’s outgoing disbursements and performing other duties as required to support Finance and HR Departments. This is a dual functional role that ensures vendors and suppliers are paid accurately, processes employee payroll, prepares journal entries, handles related tax filings, and maintains compliance with financial policies.

POSITION REQUIREMENTS: Essential position requirements include but are not limited to:
Minimum 3 years of proven bookkeeping, accounts payable, and payroll experience. High school diploma or GED required associate’s degree preferred.

Position requires advanced PC skills; proficiency in accounting software and strong Microsoft Excel skills are essential.

Ability to handle multiple projects simultaneously; work both independently and in a team environment.

Excellent organization skills; and ability to express complex information and ideas both verbally and in writing.

Ability to work within agency mission, philosophy and policies/procedures.

Must have a reliable vehicle and meet agency driving policy requirements, including a valid driver license and proof of required automobile insurance.

• Receive, review, and code vendor invoices to proper general ledger accounts
• Enter invoices into the accounting system.
• Process vendor payments ensuring all expenses are captured and fully paid.
• Mail/distribute signed checks including assembling check payment advice to invoices.
• Maintain vendor relations and request missing invoices/documentation as required.
• Investigate and resolve invoice discrepancies.
• Process annual 1099 forms and maintain up-to-date vendor files.
• Assist with gathering documentation as needed by external auditors
• Scan and maintain electronic files.

• Review and update new hire employee data.
• Review employee time punches and coordinate with supervisors to ensure accuracy and consistency.
• Review and process bi-weekly payroll for employees and contract employees.
• Reconcile employee benefit deductions, tax withholding, and leave calculations.
• Calculate and process garnishments and ensure adherence to labor and tax regulations.
• Prepare and file W-2 and 1099 forms annually.
• Assist with payroll-related audits.

• Scanning
• Filing
• Background checks
• Admin on phone account
• Assemble employee manual
• Acknowledgement forms for annual trainings
• Entering new employees in Paycor
• Reconciling benefits invoices for employee termination
• Updating forms with terminations and new hires

• Maintain comprehensive and organized files.
• Comply with Generally Accepted Accounting Principles (GAAP) for nonprofits as promulgated by the Financial Accounting Standards Board (FASB).
• Adhere to the agency’s confidentiality policies, maintaining a high-level standard of confidentiality
• Report any known or suspected child abuse to immediate supervisor
• Report any suspicious activity or persons
• Attend and participate in agency staff meetings and trainings
• Report to work on time as scheduled
• Maintain a valid driver license and proof of required automobile insurance

• Participate in hurricane evacuation and facility preparation.
• In case of emergencies and extreme circumstances, will be required to assist with 24-hour shelter coverage
• Work in conjunction with other program components and staff to ensure effective communication of agency and client concerns, recommendations, and needs
• Perform all other duties and/or participate in special projects as assigned by direct supervisor or Chief Executive Officer.