Payroll and AP Specialist

SUMMARY: This position is responsible for the administration and accounting functions related to the company’s time and attendance, payroll, and accounts payable systems. The payroll specialist is responsible for the timely and accurate delivery of payroll and all related services, including recordkeeping and reporting for multiple payrolls. In the Accounts Payable role, this position will be responsible for vendor invoices, credit card statements, banking, audits, and required reporting. The person in this position reports to the Director of Finance & Accounting.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

• First point of contact for employees for time and attendance and payroll.
• Performs a wide variety of record keeping and payroll processing activities, including computing wage and overtime payments, calculating and recording payroll deductions, processing requests for paycheck advances, and processing new hires and terminations.
• Prepares and maintains accurate records, files employee tax reports, processes levies and garnishments, prepares accounting transactions, and prepares reports for management.
• Reconciles payroll liabilities and enters for payment.
• Keeps informed about changes in tax and deduction laws that apply to the payroll process.
• Provides information to employees and managers on payroll matters, tax issues, benefit plans, and collective agreement provisions.
• Trains employees on the electronic time tracking system.
• Records appropriate adjusting entries into the Accounting system as needed.
• Works closely with Human Resources to resolve issues with employee wages and benefits.
• Assists with internal and Wage and Hour payroll audits, year-end Financial audits, insurance, and union audits as necessary.
• Setup of new vendors and obtains certificates of insurance and completed W-9s.
• Enters invoices into database and distribute invoices to PMs for approval.
• Processes Vendor Payments.
• Reviews AP Aging reports.
• Records adjusting entries into the Accounting system as needed.

PERFORMANCE MEASUREMENTS:

• Payroll and invoicing records are accurate and timely.
• All functions are conducted in accordance with established GAAP principles, standards, and legal requirements.
• Good accessibility and positive relations with all employees and vendors.
• Good coordination and effective working relationships with other departments.

REQUIRED KNOWLEDGE AND EXPERIENCE:

• 4 years of experience in payroll.
• Associates degree in Accounting and Finance or related field is preferred.
• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation preferred.
• Knowledge of payroll and accounting practices and principles to include Unions, Service Contract Act.
• Thorough understanding of Generally Accepted Accounting Principles (GAAP).
• Payroll software experience, preferably Timberline/Sage 300 CRE.
• Garnishment processing experience.
• Multi-state processing experience.
• Knowledge of state and federal employment laws relating to payroll.
• Good understanding of government contracts and collective bargaining agreements.

SKILLS/ ABILITIES:

• Must have advanced MS Excel skills.
• Excellent attention to detail.
• Strong analytical skills.
• Excellent planning and organization skills. Able to set priorities and schedule activities.
• Ability to work in a team environment.
• Ability to work effectively with other departments.

• Capable of making timely, independent decisions.
• Works well in an environment with firm deadlines; results oriented.

COMPETENCIES

• Payroll Administration & Compliance: Demonstrates deep knowledge of payroll processes, tax regulations, union requirements, and employment laws while ensuring payroll is executed accurately and in compliance with GAAP and legal standards.
• Accounts Payable & Financial Transaction Accuracy: Processes vendor invoices, payments, and accounting entries with precision while maintaining strong financial controls and supporting audit readiness.
• Financial Recordkeeping & Reporting: Maintains accurate payroll and accounts payable records, prepares required reports, reconciles liabilities, and ensures overall financial data integrity.
• Regulatory Knowledge & Risk Awareness: Stays informed of changes in payroll tax laws, deductions, collective bargaining provisions, and government requirements to minimize compliance risk.
• Analytical Thinking & Problem Solving: Uses strong analytical capability to identify discrepancies, resolve payroll or vendor issues, and recommend corrective actions.
• Employee & Vendor Service Orientation: Serves as a trusted point of contact for employees and vendors by providing accurate information, resolving concerns professionally, and maintaining positive working relationships.
• Organization, Planning & Execution: Effectively prioritizes work, manages deadlines across payroll cycles and accounts payable workflows, and ensures consistent operational reliability.

Collaboration & Cross-Functional Effectiveness: Works closely with Human Resources, Finance, managers, auditors, and external partners to resolve issues and support organizational objectives