What are the responsibilities and job description for the Specialist Accounts Payable/Payroll position at YMCA of Metropolitan Milwaukee?
The YMCA of Metropolitan Milwaukee is committed to equity and inclusion by ensuring that all members of our community can learn, grow and thrive. We celebrate diversity and effectively engage, connect and advocate for our staff, members, and volunteers which will position us to respond and remain relevant to issues impacting our communities. The YMCA of Metropolitan Milwaukee is an equal opportunity employer and welcomes a diverse workforce.
Position Summary:
The Accounts Payable/Payroll Specialist is responsible for delivering accurate, timely, and professional financial and administrative support for YMCA operations, with primary responsibility for accounts payable and payroll processing. This role manages vendor payments, employee payroll, and related financial transactions while ensuring compliance with YMCA policies, regulatory requirements, and internal controls. The Accounts Payable/Payroll Specialist serves as a key liaison between vendors, staff, and the business office to ensure financial accuracy, strong internal service, and efficient day-to-day operations.
- High school diploma or equivalent required; Associate degree in Accounting or related field preferred.
- Two to four years of experience in accounts payable, payroll, or related financial operations.
- Strong organizational, analytical, and problem-solving skills with high attention to detail.
- Ability to prioritize workload and manage multiple responsibilities effectively.
- Experience with Microsoft Excel and Word required; experience with payroll and financial systems preferred.
- Ability to communicate effectively with vendors, staff, and external partners in both written and verbal formats.
- Demonstrated ability to handle confidential information with professionalism and discretion.
- Provide timely, accurate, and professional customer service to vendors, staff, and internal stakeholders regarding accounts payable and payroll inquiries.
- Process and monitor accounts payable transactions, including purchase orders, invoices, and statements, ensuring accuracy and timely payment.
- Reconcile invoices to purchase orders, verifying pricing, discounts, extensions, and tax-exempt status.
- Process and prepare cash and check deposits, ensuring accurate recording and timely submission in accordance with YMCA policies and internal controls
- Audit and process employee expense reimbursements for accuracy and policy compliance.
- Establish and maintain vendor records, including collection and verification of required documentation.
- Respond to vendor and staff inquiries related to invoices, payments, and discrepancies in a timely and professional manner.
- Prepare and issue annual 1099 forms, ensuring accuracy of vendor tax identification information and compliance with reporting requirements.
- Process semi-monthly payroll, including payroll review, reconciliation, reporting, and distribution in accordance with established timelines.
- Maintain and update employee payroll records, including new hires, changes to deductions, and tax withholding, ensuring compliance with personnel policies.
- Research and respond to payroll-related requests and verifications, including employment verification, wage inquiries, and external agency requests.
- Ensure accurate recordkeeping and documentation in compliance with YMCA policies, financial standards, and data privacy requirements.
- Support internal controls and audit processes by maintaining organized and accurate financial records.
- Contribute to continuous improvement of accounts payable and payroll processes to enhance efficiency and accuracy.
- Perform other duties as assigned.
- Provide responsive, professional, and solution-oriented service to vendors, staff, and stakeholders.
- Communicate clearly and effectively, both verbally and in writing.
- Maintain a high level of accuracy and attention to detail in all work.
- Exercise sound judgment and discretion with confidential information.
- Take ownership of responsibilities, meeting deadlines and managing priorities effectively.
- Apply problem-solving skills to identify issues and implement solutions.
- Demonstrate adaptability and a willingness to learn new systems and processes.
- Collaborate effectively across departments to support organizational goals.
Work Environment, Physical Demands and Child Safety:
This position may include a combination of in-office and remote work, based on operational needs. Workspace may be shared with other staff when on-site. All YMCA Staff are mandated by law to report child abuse and neglect to Child Protective Services. Such reports can be made verbally at 1-855-444-3911. Staff will also report suspected abuse or neglect to their supervisor, senior management, or Human Resources