Payroll And AP Staff Accountant

Responsibilities

• Process semi-monthly payroll accurately and on time, ensuring all employees are paid correctly and in accordance with organizational policies.
• Maintain complete and accurate payroll records, including earnings, deductions, and benefits, and ensure compliance with all applicable regulations.
• Serve as the payroll database administrator and act as the primary liaison with the external payroll service provider.
• Allocate payroll and benefits across multiple funding sources and prepare related journal entries in the accounting system.
• Ensure compliance with Federal salary caps and other funding-related compensation requirements.
• Reconcile payroll with the accounting system (MIP), including statutory tax filings, deductions, and related entries.
• Generate payroll-related reports for Accounting and Human Resources, such as hours worked, accruals, and flexible spending account (FSA) activity.
• Maintain the payroll calendar, including pay dates and cut-off dates, and manage employee direct deposit setup.
• Stay current on tax laws, wage and hour regulations, and payroll system changes, and apply updates as needed.
• Respond to employee payroll inquiries, research issues, and resolve discrepancies promptly and professionally.
• Receive, verify, code, and process vendor invoices and employee reimbursements in accordance with organizational policies.
• Conduct regular check runs and submit positive pay reports to the bank to support secure disbursement processes.
• Maintain and reconcile accounts payable aging and related general ledger balances, ensuring accuracy and timeliness.
• Ensure vendor records comply with W-9/W-8 requirements and support accurate preparation of 1099 and 1042-S forms.
• Process credit card transactions and travel reimbursements in line with established policies and procedures.
• Reconcile vendor statements, maintain positive vendor relationships, and resolve billing or payment discrepancies.
• Identify and record use tax liabilities as required, ensuring proper tax compliance.
• Manage accounts payable documentation, including check logs, cash receipt records, and filing systems, to support audit readiness.
• Prepare monthly, quarterly, and year-end financial and audit reports as assigned.
• Document accounting and payroll processes and support internal and external audits, including financial statement, single, and retirement plan audits.
• Ensure compliance with internal financial policies and external regulatory requirements across payroll and accounts payable activities.
• Make deposits and maintain an accurate cash receipt log.
• Monitor and track employee education benefit usage in alignment with organizational policies.
• Perform other accounting duties and projects as assigned to support the finance team.

Essential Skills

• 4–6 years of experience working as a Staff Accountant within a corporate or similar professional environment.
• Proficiency with the MIP (Abila MIP) accounting system, including general ledger and reporting functions.
• Strong knowledge of payroll administration, processes, and procedures, including relevant regulatory requirements and employment laws.
• Hands-on experience with accounts payable, including invoice processing, AP aging, and vendor maintenance.
• Experience with general ledger accounting, reconciliations, journal entries, and month-end processes.
• Proficiency with Microsoft Excel, including spreadsheets and basic analysis.
• Proficiency with Microsoft Word for document preparation and reporting.
• Proficiency with Microsoft Access or similar database tools for data management and reporting.
• Ability to prepare and support financial, audit, and compliance reporting on a monthly, quarterly, and annual basis.
• Strong attention to detail and accuracy in all payroll and accounting work.
• Able to manage multiple tasks and deadlines in a structured, deadline-driven environment.

Additional Skills & Qualifications

• Experience working in a non-profit accounting environment, particularly with grant or project-based funding, is highly beneficial.
• Familiarity with project accounting and allocating payroll and benefits across multiple funding sources.
• Experience with preparation and maintenance of W-9 and W-8 forms and related vendor compliance.
• Knowledge of 1099 and 1042-S reporting requirements and processes.
• Experience supporting internal and external audits, including financial statement, single, and retirement plan audits.
• Comfort with electronic data capture and reporting tools used in modern accounting environments.
• Strong communication skills to effectively collaborate with Accounting, HR, vendors, and employees.
• Commitment to continuous learning and staying current on changes in payroll laws, wage regulations, and accounting standards.