Payroll & Accounting Specialist

About the role

The full-time Payroll & Accounting Specialist provides proactive support for payroll and accounting system functionality, compliance, and best practices. This role ensures accurate processing, strong internal controls, and timely financial operations across payroll and accounts payable. The Specialist works closely with HR, the accounting team, and program supervisors, serving as a key resource for issue resolution, workflow improvement, and compliance with City, State, Federal, and private grant requirements. The position reports to the Controller.

Responsibilities

• Process payroll on a bimonthly schedule, including off-cycle payroll as needed.
• Manage wage garnishments, payroll deductions, reimbursements, and payroll-related expenses.
• Coordinate personnel updates with HR to ensure employee records remain accurate and complete.
• Resolve payroll discrepancies and respond to employee payroll inquiries with clarity and professionalism.
• Review and verify timesheets for approval, allocation accuracy, and compliance prior to final payroll submission.
• Export/import pay data between timekeeping software and the payroll processing center.
• Reconcile payroll after finalizing payroll and ensure accurate transfer into the accounting system.
• Prepare payroll allocation reports in the accounting system for review and approval.
• Maintain payroll operations in alignment with organizational policies, procedures, and internal control standards.
• Stay current on City, State, Federal, and private grant fiscal compliance requirements related to payroll.
• Verify invoice accuracy against purchase requests, contracts, and receipts; enter and upload invoices into the accounting system.
• Prepare and process payments including check requests and electronic payments.
• Reconcile vendor statements and general ledger accounts to ensure accurate financial reporting.
• Communicate with vendors regarding invoice inquiries, payment status, and issue resolution.
• Maintain organized and accurate records of invoices, purchase requests, payments, and supporting documentation.
• Identify and resolve AP discrepancies between invoices, purchase orders, and vendor statements.
• Manage corporate credit cards including review, download, and import of transactions into the accounting system.
• Make weekly deposits and ensure all deposit documentation is scanned, organized, and filed in the accounting shared folder.
• Assist with month-end closing tasks, including reconciliations and accruals.
• Provide documentation and support for internal and external audits.
• Stay current on AP, Payroll, and AR processes and serve as primary backup for accounts receivable.
• Maintain confidentiality for all matters of a sensitive nature.
• Assist with copying, filing, and other general office tasks as requested.
• Support the administrative office team as needed.
• Assist with other accounting functions and projects at the discretion of the Controller.

Skills, Competencies & Experience

• AA degree in accounting or business required.
• At least two years of prior experience in accounting and payroll processing.
• Ability to interpret federal and local compliance policies and regulations.
• Excellent problem-solving skills and attention to detail.
• Sustained concentration and accuracy.
• Strong communication skills.
• Working experience with accounting software and understanding of cost allocations preferred.
• Computer proficiency includes MS Word and Excel.
• Ability to show initiative by anticipating agency and management needs and responding in a timely, professional manner.
• Ability to complete complex assignments independently.

Preferred Qualifications

• Bachelor’s degree in accounting.
• Familiarity with Paychex and/or Momentive (Abila) accounting software.
• Knowledge of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
• Bilingual in English and another language (Spanish, Cantonese, Mandarin, Somali, or Vietnamese) preferred.
• Current or former parent of a Head Start program preferred.
• Experience working with local, state, and federal government payroll.

Physical Demands and Working Conditions

Physical Demands: To perform the job the employee is frequently required to talk, hear, stand, and walk, use hands and fingers for typing and other computer use.

Working Conditions: The work is mostly performed in an office environment with low to moderate noise levels and partially remote. The physical demands described here must be met by an employee to successfully perform the essential functions of this job. The working conditions are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Medical, Dental, Vision, Long-Term Disability, and options for supplemental Insurance coverage.
• Eligibility to participate in the company 401(k) plan, which offers a non-elective employer contribution after an introductory period.
• Eligible full-time and part-time employees accrue up to 160 hours of PTO and Sick, thirteen paid holidays, and one personal holiday annually.
• Additional compensation may come in the form of tuition reimbursement, hiring, retention, longevity, referral, or special assignment bonuses, subject to budgetary limitations.

Pay

The starting pay range for this position is $28.89 – $33.18 per hour, depending on qualifications and professional experience.