Accounts Payable / Payroll Administrator

JOB DESCRIPTION:

Primary Responsibility: The Payroll/Accounts Payable Administrator plays a critical role in ensuring the accuracy and integrity of the organization’s financial operations. This position requires strong attention to detail, a high degree of accuracy, and a commitment to maintaining strict confidentiality. The duties outlined below represent the core responsibilities of the role; however, additional tasks may be assigned as needed to support the organization’s financial and administrative functions.

Duties:

The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.

•  Process payroll on a modern payroll system
• Ensure that all local, state and federal rules are followed
• Interacts with vendors and county employees for information and problem resolution.
• Create and provide training for county employees on payroll and timekeeping matters
• Payroll system subject matter expert: troubleshoot/solve issues related to the platform, and customize it as needed for various roles/departments
• Maintain a Payroll Process Guide, draft payroll and timekeeping policies, and improve the payroll platform
• Work with HR to ensure there are no gaps within the payroll process
•  Provide backup to staff accountant as needed with simple reports or journal entries
• Processes invoices and other claims for payment generated by county employees and elected officials in an accurate and timely manner; checks, vouchers and expense reports for proper approvals, calculations, coding and support by third party documentation.
• Trains employees on usage of the Accounts Payable system, new vendor set-up requirements.
• Administers county p-card program, processes county p-card.
• Obtains vendor information prior to establishing vendors in payable system, including W- 9 information.
• Interacts with vendors, county employees, and elected officials for information and problem resolution regarding vendor accounts by answering questions relating to finance procedures and services
• Reconciles Accounts Payable, Payroll and Over the Counter checks, ach medical claims that have cleared monthly, along with applicable journal entries. Maintains and verifies coding quarterly and annually. Provides requested reporting.
• Submits monthly disbursement for publication per state statute. Processes 1099 including all required annual reporting with the help of Staff Accountant and Finance Director as needed.
• Conducts Petty Cash Audit, semi-annually.
• Provides cross-training and knowledge transfer to staff as needed to support continuity of operations and government services.
• Exercises sound judgment in handling confidential and sensitive information, ensuring appropriate disclosure only to authorized individuals and entities.
• Assists in stabilizing emergent or unforeseen operational situations to ensure continuity of services and effective organizational response.
• Adheres to all County policies, procedures, regulations, and applicable laws.
• Performs other duties and special assignments as assigned.