Accounts Payable & Payroll Specialist

ACCOUNTS PAYABLE & PAYROLL SPECIALIST POSITION RESPONSIBILITIES

Accounting Initiatives

• Manage collection of invoices and expense requests, enter A/P into Ramp, and prepare weekly vendor payables. Maintain electronic filing of all expense support documentation including ACH transactions.
• Prepare weekly Positive Pay report for all checks cut from QuickBooks.
• Review aging vendor check payments and contact vendors for uncleared checks.
• Ensure that all contracted service vendors have an up-to-date W9 on file for 1099 processing.
• Review staff credit card receipts/expense detail in Ramp for accuracy and sync approved transactions to QuickBooks Online.
• Manage remote bank deposits for A/R.
• Contact donors to update expired credit card information.
• Prepare monthly finance committee meeting minutes.
• Assist Director of Finance with annual audit preparation and federal/state filings as needed.
• Track grant balances for CEF-funded programs and communicate updates to Carlsbad Unified School District and CEF program staff.
• Perform additional duties as assigned by management.

Payroll & Human Resources Initiatives

• Prepare bi-weekly payroll for processing and prepare/record related payroll journal entries.
• Calculate and record month-end closing journal entries for payroll (accrued payroll, accrued vacation, etc.).
• Review bi-weekly 401(k) deduction remittances for accuracy and record related journal entries.
• Work with Director of Finance and Coastal Payroll to review and file the annual 1095 ACA report.
• Maintain accurate and up-to-date HR files, records, and documentation.
• Maintain confidentiality and data integrity for all HR and payroll records.
• Manage EDD, FTB and other HR/payroll reporting requirements.

QUALIFICATIONS

Education & Experience

• Bachelor's degree required; accounting courses preferred.
• Minimum 2 years of accounting experience, specifically in accounts payable, and payroll; nonprofit accounting experience is a plus.
• Experience with QuickBooks Online, Ramp, or similar accounting and expense-management platforms.

Technical Skills

• Understanding of GAAP and standard accounting practices.
• Proficiency with Microsoft Office Suite, especially Excel (pivot tables, formulas).
• Familiarity with payroll systems (Coastal, ADP, Paychex, or similar).
• Ability to prepare journal entries and financial schedules accurately.

Professional Skills

• Exceptional attention to detail and high level of accuracy.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial and HR information with discretion.
• Demonstrated problem solving ability and willingness to learn new systems and processes.

CORE COMPETENCIES

Work Ethic & Professional Conduct

• Reliable, self-motivated, and able to work independently or in teams.
• Demonstrates integrity, accountability, and strong work ethic.
• Maintains professionalism, punctuality, and commitment to organizational values.
• Treats others with respect and values diverse perspectives.

Communication & Interpersonal Skills

• Strong verbal and written communication in English.
• Interacts professionally and handles sensitive/confidential matters with discretion.
• Customer-focused, approachable, and able to navigate complex situations tactfully.
• Produces clear, accurate documentation.

Problem-Solving & Collaboration

• Focuses on solutions and resolving conflicts constructively.
• Effectively gathers, analyzes, and clarifies information.
• Listens actively and collaborates to achieve the best outcomes

This is an in-office position Monday-Friday approximately 28 hours per week.

To apply, please submit a cover letter and a resumé.

The individual hired for this position will have to submit for a LiveScan background check, Criminal Record Certification and Child Abuse Index Check.