Accounting and Payroll Specialist

JOB SUMMARY:  

The Accounting/Payroll Clerk processes employee paychecks, calculates deductions, and maintains financial records, ensuring accuracy and regulatory compliance.

ESSENTIAL FUNCTIONS:

This information is intended to be descriptive of the key responsibilities of the position.  The following examples do not identify all duties performed by any single incumbent.

• Payroll Processing: Collect, review, and enter employee timekeeping data into the payroll system for hourly and salaried staff.
• Calculations & Deductions: Calculate gross-to-net earnings, including overtime, bonuses, commissions, and tax withholdings (federal/state/local).
• Record Maintenance: Update employee files with changes in salary, exemptions, direct deposit, or job title.
• Discrepancy Resolution: Investigate and resolve payroll errors in collaboration with Human Resources.
• Compliance: Ensure compliance with all federal, state, and local payroll regulations and labor laws.
• Reporting: Prepare payroll reports for management, including tax summaries and deductions.
• Administrative Tasks: Assist with general accounting duties, such as bank reconciliations, accounts payable, or filing, as needed.
• Invoice Processing: Receive, review, code, and enter vendor invoices into the accounting system.
• Three-Way Matching: Match invoices with purchase orders (POs) and receiving documents to ensure accuracy.
• Payment Execution: Schedule and prepare payments via check, ACH, or wire transfer.
• Vendor Management: Maintain vendor files, resolve billing disputes, and answer vendor inquiries.
• Reconciliation: Reconcile vendor statements and general ledger accounts to ensure balances are correct.
• Expense Reports: Verify and process employee expense reimbursements
• Prepare and submit reimbursement requests to funders, ensuring all expenses are allowable, allocable, and documented.
• Extract, analyze, and compare financial data from the general ledger against approved grant budgets.
• Conduct monthly reconciliations of grant receivables and follow up on outstanding payments.
• Monitor spending patterns and alert project managers to potential budget variances or compliance issues.
• Maintain compliance with grant terms, conditions, and regulations (e.g., 2 CFR 200).
• Assist with year-end audits by providing grant-specific documentation.
• Review time tracking and staff time allocation to ensure accurate charging to grants.
• Performs other duties as required or assigned.

Requirements: 

• Computer proficiency and technical aptitude with the ability to use Microsoft products
• Excellent communication and organization skills.

• Ability to adapt to the needs of the organization and employees.
• Commitment to workplace dignity and respect. 
• Compliance with EEO rules and guidelines.
• Works cooperatively with others and cordially in the spirit of teamwork.

• Prioritizing and managing time sensitive deadlines.
• Eligibility through a Level II background screening with AHCA and DCF (https://info.flclearinghouse.com)

Education and Experience:

• Associates degree preferred or HS diploma or equivalent with 1-3 years of accounting or payroll experience.

Physical Requirements: 

• Must be able to lift up to 15 pounds at a time.
• Must be able to sit, twist, bend and stand for long periods.
• Must be able to sit at desk and work on a computer for prolonged periods of time.
• Must be able to transport self from building to building and differing locations.  
• Must be able to communicate orally and in writing.

Special Working Conditions:

Exposure to consumers and all possible program emergencies and conditions; to possible irregular and on-call 

working hours; to a variety of work locations as the need arises.