Accounts Payable/Payroll Specialist

POSITION TITLE: Payroll and Accounts Payable Specialist

FLSA:  Non-Exempt

REPORTS TO:  Finance Director

TERMS OF EMPLOYMENT:   12 Month Employment, Benefits

JOB SUMMARY:

The Odyssey Preparatory Academy is seeking a Payroll and Accounts Payable Specialist to facilitate two current part-time positions into one, well-rounded, vital addition to our team.  Our ideal candidate will have strong customer service skills, be collaborative, inquisitive, a problem solver, and be a positive addition.. 

JOB RESPONSIBILITIES:

Payroll Specialist

• Responsible for full-cycle processing (bi-weekly) utilizing ADP Payroll
• Examine payroll data reports and review the downloaded information for completeness
• Excellent communication skills to interact and effectively exchange critical data with HR personnel
• Collect and maintain payroll data such as garnishments, PTO, and benefit deductions
• Reconcile monthly Balance Sheet liability and Income Statement payroll expense tax accounts
• Reconcile quarterly 941 and annual 940 against ADP data
• Process annual W2 and W3
• Assist with quarterly and year-end processes
• Participate in system upgrades and assist with any testing required
• Compile internal management reports from payroll system software as requested
• Perform other payroll related duties or projects as assigned
• Actively answer questions and follow up on details regarding employee changes and standings with our HR team

• Provide support to HR department regarding ADP employee files and related documents

• Effectively use open communication skills to interact and exchange critical data with HR personnel

• Use professional communication skills to email and speak to employees regarding pay questions

• Periodically evaluate the job procedures at a high level to maintain the workflow/process in the most efficient and effective way possible

• Maintain confidential communication with staff and community members regarding sensitive information 

Accounts Payable Specialist

• Execute full-cycle accounts payable process, enter vendor invoices, expense reports, check requests, and other accounts payable transactions into the accounts payable application in a timely manner
• Process weekly disbursements (checks and ACH)
• Match documents for payment, and ensure correct general ledger coding
• Utilize excellent customer service skills to communicate effectively with company personnel and/or vendors regarding payment approval, to research and resolve questions, discrepancies and issues
• Manage vendor W9 data
• Prepare, review and send 1099M and 1099NEC annually
• Reconcile vendor statements, research, and resolve issues with vendors
• Receive, stamp, sort and prioritize incoming accounts payable mail on a daily basis
• Prepare checks and remittance documentation for mailing and distribution
• Maintain and create documentation files for payable activities
• Facilitate internal and external audits as needed
• Sort, log, scan, and file invoices, checks, and other documents
• Complete special projects on an as-needed basis
• Knowledge of month-end accrual process
• Experience with QuickBooks Online accounting software and Bill.com (preferred but not required)
  General Knowledge of:
  o Accounts Payable (3-way match)
  o Accounts Payable month-end accruals
  o General Ledger accounts (general understanding of expense coding)

Knowledge/Skill Set:

• ADP (required) 1 – 2 years
• Excel (intermediate level)
• General Leger accounts (general understanding on expense coding)
• Open to learn new skills
• Attention to detail
• Enthusiastic attitude
• Maintain confidential communication
• Knowledge of payroll laws and regulations
• Excel - intermediate knowledge (pivot tables, v-lookup, preferred but not required)
• Ability to work unsupervised
• Critical thinking skills
• Open to learning new skills
• Can do/enthusiastic attitude

 Job Information/Benefits:

• Associates, Bachelors or equivalent job experience
• Flexible remote/in person split outside of payroll dates
• Health insurance, 10 days sick/pto
• Year-round schedule