Accounts Payable/Payroll Specialist

POSITION TITLE: Payroll and Accounts Payable Specialist

FLSA: Non-Exempt

REPORTS TO: Finance Director

TERMS OF EMPLOYMENT: 12 Month Employment, Benefits

JOB SUMMARY:

The Odyssey Preparatory Academy is seeking a Payroll and Accounts Payable Specialist to facilitate two current part-time positions into one, well-rounded, vital addition to our team. Our ideal candidate will have strong customer service skills, be collaborative, inquisitive, a problem solver, and be a positive addition..

JOB RESPONSIBILITIES:

Payroll Specialist

Responsible for full-cycle processing (bi-weekly) utilizing ADP Payroll

Examine payroll data reports and review the downloaded information for completeness

Excellent communication skills to interact and effectively exchange critical data with HR personnel

Collect and maintain payroll data such as garnishments, PTO, and benefit deductions

Reconcile monthly Balance Sheet liability and Income Statement payroll expense tax accounts

Reconcile quarterly 941 and annual 940 against ADP data

Process annual W2 and W3

Assist with quarterly and year-end processes

Participate in system upgrades and assist with any testing required

Compile internal management reports from payroll system software as requested

Perform other payroll related duties or projects as assigned

Actively answer questions and follow up on details regarding employee changes and standings with our HR team

Provide support to HR department regarding ADP employee files and related documents

Effectively use open communication skills to interact and exchange critical data with HR personnel

Use professional communication skills to email and speak to employees regarding pay questions

Periodically evaluate the job procedures at a high level to maintain the workflow/process in the most efficient and effective way possible

Maintain confidential communication with staff and community members regarding sensitive information

Accounts Payable Specialist

Execute full-cycle accounts payable process, enter vendor invoices, expense reports, check requests, and other accounts payable transactions into the accounts payable application in a timely manner

Process weekly disbursements (checks and ACH)

Match documents for payment, and ensure correct general ledger coding

Utilize excellent customer service skills to communicate effectively with company personnel and/or vendors regarding payment approval, to research and resolve questions, discrepancies and issues

Manage vendor W9 data

Prepare, review and send 1099M and 1099NEC annually

Reconcile vendor statements, research, and resolve issues with vendors

Receive, stamp, sort and prioritize incoming accounts payable mail on a daily basis

Prepare checks and remittance documentation for mailing and distribution

Maintain and create documentation files for payable activities

Facilitate internal and external audits as needed

Sort, log, scan, and file invoices, checks, and other documents

Complete special projects on an as-needed basis

Knowledge of month-end accrual process

Experience with QuickBooks Online accounting software and Bill.com (preferred but not required)
General Knowledge of:
o Accounts Payable (3-way match)
o Accounts Payable month-end accruals
o General Ledger accounts (general understanding of expense coding)

Knowledge/Skill Set:

ADP (required) 1 – 2 years

Excel (intermediate level)

General Leger accounts (general understanding on expense coding)

Open to learn new skills

Attention to detail

Enthusiastic attitude

Maintain confidential communication

Knowledge of payroll laws and regulations

Excel - intermediate knowledge (pivot tables, v-lookup, preferred but not required)

Ability to work unsupervised

Critical thinking skills

Open to learning new skills

Can do/enthusiastic attitude

Job Information/Benefits:

Associates, Bachelors or equivalent job experience

Flexible remote/in person split outside of payroll dates

Health insurance, 10 days sick/pto

Year-round schedule