AP/Payroll Specialist

Position Summary

The Accounts Payable, Payroll & Benefits Specialist is responsible for managing the organization's accounts payable processes, processing payroll, and administering employee benefits programs. This position ensures the timely and accurate payment of vendors, payroll processing, and benefits administration while maintaining compliance with company policies and applicable federal and state regulations. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities while maintaining confidentiality.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and in a timely manner.

• Match invoices with purchase orders and receiving documentation.

• Prepare and process weekly check runs, ACH, and electronic payments.

• Reconcile vendor statements and resolve discrepancies.

• Maintain vendor records, including W-9 forms and payment information.

• Respond to vendor inquiries professionally and promptly.

• Assist with month-end and year-end closing activities related to accounts payable.

• Ensure compliance with company policies and accounting procedures.

• Prepare and maintain AP reports as requested.

Payroll Administration

• Process biweekly payroll accurately and on schedule.

• Review and verify employee time records, payroll deductions, benefits, and tax withholdings.

• Maintain payroll records and employee earnings information.

• Process new hires, employee status changes, terminations, garnishments, and direct deposit updates.

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

• Prepare payroll-related reports and reconcile payroll accounts.

• Coordinate payroll tax reporting and work with payroll providers as needed.

• Respond to employee payroll inquiries promptly and professionally.

• Support year-end payroll activities, including W-2 processing and payroll audits.

Benefits Administration

• Administer employee benefits programs, including health, dental, vision, life insurance, retirement plans, and other voluntary benefits.

• Coordinate employee benefit enrollments, qualifying life events, and annual open enrollment.

• Serve as the primary point of contact for employee benefits questions.

• Process benefit invoices and reconcile monthly carrier billing statements.

• Work with benefit providers and brokers to resolve eligibility and claims issues.

• Maintain accurate employee benefit records and ensure compliance with applicable regulations.

• Assist with leave administration, including FMLA, disability, and other employee leave programs as applicable.

Qualifications

• Minimum of 2–5 years of experience in accounts payable, benefits administration, or a related role.

• Knowledge of accounting principles and employee benefits administration.

• Experience with accounting and payroll

• Proficiency in Microsoft Office, particularly Excel.

• Strong organizational, analytical, and problem-solving skills.

• Excellent verbal and written communication skills.

• Ability to manage multiple priorities while meeting deadlines.

• High level of integrity and discretion when handling confidential information.

• Experience with ERP systems and electronic invoice processing.

• Knowledge of federal and state employment and benefits regulations.

• Strong customer service and relationship-building skills.

• Ability to work independently and collaboratively in a team environment.