Accounts Payable & Payroll Specialist

About the Role

The Accounts Payable & Payroll Specialist is responsible for full cycle accounts payable and bi-weekly payroll processing. This role manages vendor setup and payment workflows, ensures invoices are accurately coded and approved, and processes payroll using KPay in accordance with the established payroll cycle. The Specialist works closely with the Controller and HR to ensure personnel changes and benefit enrollment activities are accurately reflected in each pay cycle, and supports month-end close, cash management, and audit preparation activities.

Responsibilities

• Manages full cycle accounts payable: receives invoices, obtains approval, assigns coding, and enters invoices into NetSuite ERP.
• Issues payments in accordance with vendor payment terms.
• Sets up vendors, maintains vendor master records, obtains W-9s, certificates of insurance, payment information, and contracts as necessary.
• Ensures compliancy of company expense policies including ensuring proper documentation is in ERP for all bills and expense reports.
• Assists with monthly account reconciliations and accruals.
• Responds to vendor inquiries regarding invoice and payment status.
• Prepares annual 1099 reporting.
• Processes expense reports, verifies coding and receipts, and applies payments.
• Receives and processes weekly credit card bills, collects receipts, codes and enters transactions, and posts payments.
• Assists with calculating commissions and revenue share payments.
• Assists Controller with cash management activities by entering actual and forecast A/P information in forecasting software.
• Owns and executes all stages of the bi-weekly payroll process including payroll preparation, timecard auditing and follow up, payroll validation, payroll file submission, reconciliation, documentation retention, and post-payroll reporting in accordance with established payroll schedules and deadlines. This position requires occasional weekend work to accommodate holiday processing schedule.
• Coordinates with HR to ensure personnel changes - new hires, terminations, promotions, rate adjustments, and benefit enrollment changes - are accurately incorporated into each pay cycle.
• Monitors payroll-related communications and responds promptly to any guidance or required actions during each payroll cycle.
• Supports continuous improvement initiatives by identifying opportunities to improve AP and payroll processes.
• Assists with month-end and year-end close activities including reconciliations, and financial reporting support.
• Assists in preparation of documents and schedules for preliminary and annual audits.
• Other duties as assigned by the Controller and/or CFO.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.
• Minimum 3 years of progressively responsible experience in accounts payable and payroll processing required.

Skills & Abilities

• Demonstrate strong written and verbal communication.
• Manage multiple initiatives simultaneously.
• Collaborate proactively across departments.
• Detailed knowledge of full cycle accounts payable, including vendor setup, invoice coding, and payment processing.

Department & Reporting

Finance & Administration | Reports to: Controller | Location: Remote