Payroll and Accounts Payable Administrator

Job Title

Payroll, HR & AP Administrator / Full Charge Bookkeeper

CFO

• Multi‑state payroll administration (40‑60 employees), processing and auditing using Evolution Software with Payroll Experts as the outsourced payroll company.
• Quarterly tax filings reconciliations after the payroll company completes them.
• Set up out‑of‑state worker tax structures for business license, with holdings, and UI.
• Coordinate the Workers’ Compensation insurance plan, renewals, and annual audits.

• Full‑cycle AP coding, processing, and check issuance; internal audit to ensure appropriate backup documentation in sub‑ledgers (about 10 checks per week).
• Benefits participant administration and bill reconciliation.
• Investigate and resolve discrepancies in expense accounts under tight deadlines.
• Vendor relations and service contract renewals.
• Review and retain necessary source documentation for accounting and operational financial transactions; file all documents in soft and hard copy folders.
• Review contracts for accounting adherence and ensure proper documentation is received and organized.
• Update, verify, and validate business expense schedules (insurance, legal, leases, services, etc.).
• Assist with creation and updates of accounting policies and procedures related to AP/expense management.
• Account management of the Dun & Bradstreet credit report to maintain desirable ratings.
• Serve as backup and support for other accounting‑related functions.
• Assist with business insurance renewals (Crime, GL, E&O, D&O, EPL, P&C, etc.).
• Track and maintain fixed‑asset activity, schedules, policy, and perform semi‑annual physical inventory.

• Employee on/off boarding administration.
• Employee record keeping (soft and hard copy).
• Coordinate and update benefit portals when employees become/lose eligibility and handle annual open enrollment.

• Facilities administration (minimal) – office supplies maintenance, correspondence with property manager for repairs, etc.
• Coordinate employee events, meals, and meetings.
• Other accounting, administrative or business duties as assigned.
• No supervision of personnel.

• Associate degree in Accounting (preferred) or equivalent professional on‑the‑job experience.
• Bachelor’s degree in Accounting is a plus.
• 7+ years of relevant experience in a corporate environment in a similar role.
• Knowledge of Quick Books (big plus); knowledge of Evolution Payroll Software (big plus).
• Intermediate proficiency with MS Word and MS Outlook.
• Intermediate to advanced experience with Excel.
• Strong analytical and judgment skills.
• Effective communication with manager, peers, and business staff regarding work processes.
• Ability to be firm and professional; strong follow‑up with management, clients, vendors.
• Strong attention to detail, high accuracy, organization, and time‑management skills.
• Professional verbal, written communication and interpersonal skills with a customer‑service focus.
• Ability to work with minimal up‑front guidance, take ownership of work product, and follow through; initiative.
• Ability to handle multiple projects simultaneously in a deadline‑driven environment.
• Ability to work in a fast‑paced, constantly changing entrepreneurial environment without getting frustrated or lost.

• 2 weeks paid time off.
• 8 holidays.
• Health, dental, and vision benefits.
• 401(k) plan.

To qualify for all positions with Real Time Companies, applicants must be legally authorized to work in the United States and should not require now or in the future sponsorship for employment visa status. Real Time Companies does not sponsor employment‑based visas. Certain positions that involve work with government entities may have more restrictive employment status requirements, such as U.S. citizenship, based on security clearance requirements or other governmental requirements.

An Equal Opportunity Employer M/F/D/V.