Payroll and Accounting Specialist

About the role

The Accounting & Payroll Specialist works closely with the Director of Finance to foster an engaging, positive, and productive workplace culture and environment. This role provides onsite operational support for the finance and payroll department, ensuring the facility has the resources needed to operate smoothly and efficiently. The specialist collaborates with other departments to facilitate consistent, efficient, and compliant administrative services, completes daily and monthly accounting tasks, coordinates and processes payroll, manages new hires, and organizes high-volume employment data. The position requires high attention to detail, the ability to focus amid interruptions, strong motivation, effective communication, organizational skills, and a strong client and customer service mentality.

Responsibilities

• Accounts Payable/Receivable:
  • Process check requests, review, code, and process vendor invoices.
  • Reconcile invoice discrepancies and respond to vendor inquiries.
  • Produce annual 1099 forms.
  • Reconcile A/R ledger monthly and create invoices as needed.
  • Initiate collections conversations for past-due accounts.
• Banking:
  • Ensure accurate posting of deposits and disbursements; follow up on discrepancies.
  • Analyze, process, and reconcile cash-related transactions for monthly bank reconciliations and financial reports.
• Journal Entries:
  • Prepare and post journal entries after Director review and approval.
  • Determine appropriate monthly accruals.
• Payroll:
  • Process employee payroll accurately and on time.
  • Manage external timekeeping software for accuracy and functionality.
  • Maintain general ledger for payroll transactions, including departmental allocations.
  • Verify accurate reporting of payroll hours with management prior to processing.
  • Track and update employee leaves of absence.
  • Answer payroll questions and resolve errors.
• Human Resources:
  • Maintain current HR files and databases.
  • Update employee benefits, employment status, and similar records.
  • Manage new employee onboarding, including paperwork and file creation.
  • Serve as the first resource for personnel changes (e.g., address, direct deposit).
  • Provide customer service for employee questions and concerns.
  • Participate in recruitment efforts, including posting job ads and scheduling interviews.
  • Coordinate logistics for new hire orientations and training sessions.
  • Prepare new employee files and confirm data entry into the PEO database.
  • Oversee completion of employment documentation.
  • Prepare, communicate, and track incident/injury reports and compliance training.
• Finance and Accounting:
  • Process daily deposits and enter cash receipts into accounting records.
  • Update accounts receivable ledger by client.
  • Review and research bank account discrepancies.
  • Assist in month-end and year-end financial reporting, including reconciliations.
  • Process petty cash reimbursements and complete month-end reconciliations.
  • Assist with gathering data for financial audits.

Requirements

• Associate degree and enrollment in an accredited bachelor’s program in finance, accounting, or equivalent combination of education and experience.
• 3+ years of solid payroll and accounting experience.
• Experience working in a computer network environment using Microsoft Office programs.
• Intermediate Excel skills, including pivot tables, VLOOKUP, and basic formulas.
• Experience with Paychex Oasis payroll platform is a plus.
• Familiarity with unions and collective bargaining agreements is a plus.
• Valid driver’s license and working telephone for business contact.

Skills

• Ability to read, analyze, and interpret business documents, professional journals, and regulations.
• Strong written communication skills for reports, correspondence, and procedure manuals.
• Effective verbal communication for presenting information and responding to questions.
• Proficiency in English (spoken and written).
• Mathematical skills for calculations involving discounts, interest, commissions, proportions, and percentages.
• Reasoning ability to apply common sense, interpret instructions, and solve problems.
• Analytical skills to break down material, identify relationships, and make judgments.

Schedule

Generally standard office hours, Monday – Friday, with occasional variations based on departmental needs, including evenings or weekends.

Physical Demands

• Regularly required to talk or hear.
• Frequently required to sit and reach with hands and arms.
• Occasionally required to stand, walk, stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities include close vision, color vision, and ability to adjust focus.

Work Environment

• Occasionally exposed to moving mechanical parts and fumes or airborne particles.
• Moderate noise level in the work environment.