Payroll & Accounts Payable Specialist

Reporting to the Director of Finance & Accounting and coordinating with purchasing staff in other departments, the Payroll & Accounts Payable Specialist will work as part of the Finance team to meet department goals and focus on the accurate entry and reconciliation of accounting data related to payroll and Accounts Payable.

• Provides data entry, validation, and processing of all invoices
• Record vendor invoices, expense reimbursements, and credit card activity
• Maintain vendor payment methods and W-9 data
• Accurately categorize 1099 status of vendor invoices
• Ensure timely, accurate and complete coding of activity, assigning to appropriate cost centers, expense codes, and funding sources
• Interact with organizational staff to acquire necessary information and documentation of transactions.

• Accurately prepare, enter, and maintain payroll data for submission to payroll processor
• Maintain confidential employee files
• Comply with state and federal form requirements
• Interact professionally and positively with organizational staff to acquire necessary information and documentation of payroll changes and activity
• Prepare journal entries to record retroactive payroll adjustments as needed

• Review and validate all entries for accuracy, completeness, and compliance with GAAP & grant requirements
• Perform periodic data review and validation for A/P and Payroll related accounting records as part of month-end close process.

• Assist preparation of 1099 forms
• Provide transaction backup as needed for annual audit.

• Associates degree in accounting, finance, or related field
• 3-5 years of relevant professional experience
• Knowledge of non-profit accounting principles and grant tracking requirements related to payroll and expenses
• Familiarity with payroll tax regulations and compliance requirements
• Familiarity with internal controls and processes
• Experience with accounting software (Blackbaud Financial Edge preferred)
• Experience with payroll software (iSolved preferred)
• Experience with online databases (Salesforce preferred)
• Advanced knowledge of Excel and other Microsoft Office products
• Strong analytical and problem-solving abilities
• Strong verbal and written communication skills
• Strong organizational skills and attention to detail

The Santa Fe Institute is an equal opportunity employer. Women and members of underrepresented groups are especially encouraged to apply, as are individuals who have taken unconventional paths in their careers.