Accounting and Payroll Specialist

JOB SUMMARY

The Accounting/Payroll Clerk processes employee paychecks, calculates deductions, and maintains financial records, ensuring accuracy and regulatory compliance.

ESSENTIAL FUNCTIONS

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

Payroll Processing

• Collect, review, and enter employee timekeeping data into the payroll system for hourly and salaried staff.

Calculations & Deductions

• Calculate gross-to-net earnings, including overtime, bonuses, commissions, and tax withholdings (federal/state/local).

Record Maintenance

• Update employee files with changes in salary, exemptions, direct deposit, or job title.

Discrepancy Resolution

• Investigate and resolve payroll errors in collaboration with Human Resources.

Compliance

• Ensure compliance with all federal, state, and local payroll regulations and labor laws.

Reporting

• Prepare payroll reports for management, including tax summaries and deductions.

Administrative Tasks

• Assist with general accounting duties, such as bank reconciliations, accounts payable, or filing, as needed.

Invoice Processing

• Receive, review, code, and enter vendor invoices into the accounting system.

Three-Way Matching

• Match invoices with purchase orders (POs) and receiving documents to ensure accuracy.

Payment Execution

• Schedule and prepare payments via check, ACH, or wire transfer.

Vendor Management

• Maintain vendor files, resolve billing disputes, and answer vendor inquiries.

Reconciliation

• Reconcile vendor statements and general ledger accounts to ensure balances are correct.

Expense Reports

• Verify and process employee expense reimbursements
• Prepare and submit reimbursement requests to funders, ensuring all expenses are allowable, allocable, and documented.
• Extract, analyze, and compare financial data from the general ledger against approved grant budgets.
• Conduct monthly reconciliations of grant receivables and follow up on outstanding payments.
• Monitor spending patterns and alert project managers to potential budget variances or compliance issues.
• Maintain compliance with grant terms, conditions, and regulations (e.g., 2 CFR 200).
• Assist with year-end audits by providing grant-specific documentation.
• Review time tracking and staff time allocation to ensure accurate charging to grants.

Performs other duties as required or assigned.

Requirements

• Computer proficiency and technical aptitude with the ability to use Microsoft products
• Excellent communication and organization skills.
• Ability to adapt to the needs of the organization and employees.
• Commitment to workplace dignity and respect.
• Compliance with EEO rules and guidelines.
• Works cooperatively with others and cordially in the spirit of teamwork.
• Prioritizing and managing time sensitive deadlines.
• Eligibility through a Level II background screening with AHCA and DCF (https://info.flclearinghouse.com)

Education and Experience

Associates degree preferred or HS diploma or equivalent with 1-3 years of accounting or payroll experience.

Physical Requirements

• Must be able to lift up to 15 pounds at a time.
• Must be able to sit, twist, bend and stand for long periods.
• Must be able to sit at desk and work on a computer for prolonged periods of time.
• Must be able to transport self from building to building and differing locations.
• Must be able to communicate orally and in writing.

Special Working Conditions

Exposure to consumers and all possible program emergencies and conditions; to possible irregular and on-call working hours; to a variety of work locations as the need arises.