Accounts Payable & Payroll Specialist

Accounts Payable & Payroll Specialist

Department:  Finance & Administration

Reports to:  Controller

Location:  Remote

Applicant Notice Regarding Hiring Decisions

GeoComm does not use artificial intelligence or automated decision-making systems to make employment selection decisions without human oversight. All hiring decisions are made by human recruiters and hiring managers based on job-related qualifications, skills, experience, and other lawful employment criteria. If our use of technology in the recruitment process changes in a material way, we will update this notice accordingly. Questions regarding this notice may be directed to the HR team by reaching out via our  humanresources@geocomm.com email. 

Job Summary

The Accounts Payable & Payroll Specialist is responsible for full cycle accounts payable and bi-weekly payroll processing. This role manages vendor setup and payment workflows, ensures invoices are accurately coded and approved, and processes payroll using KPay in accordance with the established payroll cycle. The Specialist works closely with the Controller and HR to ensure personnel changes and benefit enrollment activities are accurately reflected in each pay cycle, and supports month-end close, cash management, and audit preparation activities.

Essential Job Duties and Responsibilities

Accounts Payable

1.      Manages full cycle accounts payable: receives invoices, obtains approval, assigns coding, and enters invoices into NetSuite ERP. Issues payments in accordance with vendor payment terms.

2.      Sets up vendors, maintains vendor master records, obtains W-9s, certificates of insurance, payment information, and contracts as necessary.

3.      Ensures compliancy of company expense policies including ensuring proper documentation is in ERP for all bills and expense reports. 

4.      Assists with monthly account reconciliations and accruals.

5.      Responds to vendor inquiries regarding invoice and payment status.

6.      Prepares annual 1099 reporting.

7.      Processes expense reports, verifies coding and receipts, and applies payments.

8.      Receives and processes weekly credit card bills, collects receipts, codes and enters transactions, and posts payments.

9.      Assists with calculating commissions and revenue share payments.

10.  Assists Controller with cash management activities by entering actual and forecast A/P information in forecasting software.

Payroll Processing

11.  Owns and executes all stages of the bi-weekly payroll process including payroll preparation, timecard auditing and follow up, payroll validation, payroll file submission, reconciliation, documentation retention, and post-payroll reporting in accordance with established payroll schedules and deadlines.

12.  This position requires occasional weekend work to accommodate holiday processing schedule.

13.  Coordinates with HR to ensure personnel changes - new hires, terminations, promotions, rate adjustments, and benefit enrollment changes - are accurately incorporated into each pay cycle.

14.  Monitors payroll-related communications and responds promptly to any guidance or required actions during each payroll cycle.

Financial Support

15.  Supports continuous improvement initiatives by identifying opportunities to improve AP and payroll processes. 

16.  Assists with month-end and year-end close activities including reconciliations, and financial reporting support.

17.  Assists in preparation of documents and schedules for preliminary and annual audits.

18.  Other duties as assigned by the Controller and/or CFO.

Essential Universal Corporate Job Duties:

Promotes the Company, its Mission, Core Values, programs, and achievements to the public and other employees.

Core Values:

·         Customer Commitment

·         Continuous Improvement and Innovation

·         Prioritized Urgency

·         One Team

·         Empowered Accountability

Demonstrates professionalism and maintains positive working relationships across departments.

Minimum Job Requirements:

Education and Experience

Education: Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.

Related Experience: Minimum 3 years of progressively responsible experience in accounts payable and payroll processing required. 

Knowledge, Skills, and Abilities:

·         Demonstrate strong written and verbal communication.

·         Manage multiple initiatives simultaneously.

·         Collaborate proactively across departments.

·         Detailed knowledge of full cycle accounts payable, including vendor setup, invoice coding, and payment processing.

·         Experience processing payroll using a payroll platform such as KPay, ADP, Paylocity, or similar.

·         Ability to analyze payroll and accounts payable data to identify discrepancies and resolve issues independently.

·         Experience with NetSuite or comparable ERP system.

·         Strong proficiency in Microsoft Excel and other Microsoft Office applications.

·         Ability to handle confidential financial and personnel information with a high level of discretion and professionalism.

·         Strong attention to detail with the ability to meet strict, recurring deadlines (e.g., payroll submission windows, month-end close).

·         Takes ownership of outcomes, not just inputs.

·         Challenges assumptions and pushes for clarity and decisions.

·         Improves self in any way possible to enhance job performance.

·         Can deliver performance in a high-paced, changing environment.

Success in this role includes:

·         Payroll processed accurately and on time.

·         Vendor payments issued according to terms.

·         Audit findings minimized.

·         Financial documentation maintained accurately.

·         Strong partnership with HR and Finance.

Salary Range:  $48,000-$61,000

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not to be construed as an exhaustive list of all job duties performed by the personnel so classified.

EEO Statement:

Geo-Comm is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race, creed, color, religion, sex, national origin, citizenship status, age, disability, marital status, familial status, sexual orientation, veteran status, public assistance status, or any other status protected by applicable law.

Geo-Comm Corporation provides a drug-free working environment.

Salary : $48,000 - $61,000