Accounts Payable and Payroll Specialist FT

Reports to: Accounting Supervisor Department: Accounting

Classification: Non-Exempt Travel: None

Job Summary

The Accounts Payable and Payroll Specialist primarily manages all accounts payable functions, including receiving, verifying, coding, and reconciling invoices; resolving past-due vendor accounts; and reconciling monthly vendor statements. This role also ensures the accurate and timely processing of organizational expenses. In addition, the position supports payroll activities by processing payroll, maintaining related records, completing required reports, and administering HRIS system applications and modules. The role serves both the manufacturing and retail operations of the organization, helping ensure smooth financial and administrative processes.

Job Functions And Responsibilities

Accounts Payable

• Process vendor payments, including monitoring discount opportunities, verifying federal ID numbers, and scheduling/preparing checks and electronic payments.
• Review all invoices for appropriate documentation and approval prior to payment.
• Code invoices to appropriate departments and divisions.
• Prioritize and process invoices based on cash discount potential and vendor payment terms.
• Resolve discrepancies related to purchase orders, contracts, invoices, payments, and outstanding memos.
• Issue stop payments or purchase order amendments as needed.
• Respond promptly and professionally to vendor inquiries.
• Reconcile monthly vendor statements and resolve discrepancies.
• Maintain accurate, organized AP records in compliance with company policies and accounting standards.
• Assist with month-end closing activities.
• Perform other AP-related duties and special projects as assigned.
  
  

Payroll

• Oversee and process accurate, timely payroll while maintaining required records, reports, and regulatory compliance.
• Manage employee pay and status changes and ensure accurate reconciliation of payroll data with Accounting.
• Support payroll-related audits and complete recurring payroll and HR reports.
• Administer payroll-related programs, including hardship loans, tuition reimbursement, and the 403(b) plan (enrollments, withdrawals, loans, education, and recordkeeping).
• Coordinate with the HRIS vendor to ensure accurate and timely tax filings and assist with benefit billing reconciliations.
• Maintain and optimize HRIS functionality, including data entry, auditing, system upgrades, and overall system support.
• Provide HRIS training, troubleshooting, and technical guidance to users.
• Identify and recommend process improvements and software enhancements.
• Collaborate with supervisors and cross-functional teams on initiatives and special projects.
• Demonstrate and embodies our values: Be Limitless, Be Resilient, Be People Centered, Be a Team, and Be Trustworthy
  
  

Education/Experience

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• Minimum 3 years of experience in high-volume accounts payable processing.
• Strong proficiency in Microsoft Outlook, Excel, and Word.
• Experience with ERP systems (e.g., SAP, Oracle, NetSuite) required.
• Familiarity with Ecommerce and Retail platforms preferred.
  
  

Skills/Abilities

• Proactive problem-solving abilities.
• Excellent attention to detail and accuracy.
• Self-starter with strong organizational skills.
• Collaborative and team-oriented mindset.
• Effective written and verbal communication.
• Maintains a professional and positive attitude.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  
  

Physical Requirements

• Must be able to sit/stand for extended periods of time.
• Must be able to lift 5-10 pounds.
• Must be able to conduct repetitive motions on a daily basis (e.g., keyboarding).
  
  

This job description does not imply these are the only duties to be performed. The incumbent in this position will perform such other tasks as may be required for the effective operations of the Division/Department upon request by his/her supervisor.

Please note: Under the AbilityOne Program, Vibrant Works gives hiring preference to individuals who are legally blind. Any decision to disclose a disability by an applicant related to the hiring preference is completely voluntary. Requesting such information is also a part of our affirmative action efforts. Information that is disclosed will remain confidential. Also, your decision not to disclose disability status will not have a negative impact in the hiring process.

Vibrant Works is an equal opportunity employer and does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, the presence of any sensory, mental or physical disability, the use of a dog guide or service animal by a person with a disability, or any other characteristic protected by federal, state, or local law

I have read and understand the job requirements, responsibilities and expectations set forth in this job description. I attest that I am able to perform the essential job functions as outlined with or without any reasonable accommodations.