Accounts Payable and Payroll Specialist

The Accounts Payable and Payroll Specialist primary duties include but are not limited to processing payroll, maintaining company accounts payable, administer employee benefits, and assisting with HR duties as assigned.

• Maintains accounting ledgers by verifying and posting account transactions. Works directly with accountant to assure adjustments are made and accounts are accurate.
• Reconciles processed work by verifying entries and comparing system reports and monthly statements to balances.
• Pays bills to vendors as statements come in. Monitors discount opportunities; verifies federal id numbers; prepares checks; resolves purchase orders, addresses contracts when needed, reviews all invoices, payment discrepancies and prepares needed documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Process accurate and timely weekly, biweekly, quarterly and year-end reporting when necessary. Processes W-2’s, 1099’s and all other year end reporting in compliance with federal requirements.
• Provides assistance to all employees in the area of payroll issues, benefits and taxes as they relate to their pay. Assists managers and supervisors with various misc projects where needed.
• Processes payroll biweekly. Manages workflow to ensure all payroll transactions are processed accurately and timely: including proper taxation of employer paid benefits, processes garnishments and calculations, processes correct and accurate employee deductions and researches errors. Emails appropriate contacts regarding issues and follows up regularly.
• Oversee employee timecard edits and monitor company overtime
• Reconciles payroll prior to transmission and validates confirmed reports. Files important documentation in various network drives, routes checks when needed, balances payroll accounts
• Maintains all health benefit contribution records, approves monthly invoices and prepares journal entries for posting and payment by outsourced CPA firm.
• Prepares general correspondences, assists with designs for various documents, prepares important memos, charts, tables, graphs, spreadsheets, etc as directed by managers. Proofreads copy for spelling, grammar, mathematical, and layout making appropriate changes. Responsible for accuracy and clarity of final copy. Sets priorities, creates goals and timetables to complete required tasks or projects.
• Participate as 401K fiduciary committee member/secretary. Attend meetings, prepare meeting mins and complete correspondence.
• Monitor and route all required 401K compliance notices.
• Monitor 401K portal emails, answer staff questions and complete tasks as directed.
• Complete annual 401k census, 8955SA filing, 5500 filing and sure up 401K contributions to assure max contribution is not exceeded.
• Prepare and oversee annual open enrollment meeting, process changes and assist staff with enrollments.
• Process life event changes
• Review/terminate employee benefits with all carriers
• Oversee, review and process annual 1095’s including employee benefit classification setup & maintenance
• Administer and oversee all COBRA processing
• Process employee deductions/invoice employees with employee benefit invoices during leave.
• Complete Provider DEA and Medical licenses renewals
• Complete monthly CBO office supply order.
• Oversee, address and monitor property management issues.
• Attend monthly partnership meetings and take meeting minutes
• Complete employment verifications