ACCOUNTS PAYABLE and PAYROLL SPECIALIST

SUMMARY OF RESPONSIBILITES The incumbent is responsible for a range of functions in the areas of accounting and payroll. The accounting functions are performed according to established policies and procedures and as directed by the Controller. The payroll functions are completed in compliance with meticulous and stringent payroll confidentiality requirements. The incumbent is also required to comply with established Payroll and related HR policies and procedures. Supports the mission of the Institute and serves on Institutional Committees as needed. ESSENTIAL POSITION FUNCTIONS The incumbent is responsible for a wide range ofAccounts Payable tasks, which include but are not limited to the following: Timely and accurate recording and payment of requisitions, invoices, purchase orders, travel authorizations, and other requests for payment. Verify budget availability for requisitions and other requests for payment. Verification of invoices and paperwork for accuracy, completeness, and adherence to IAIA policies and procedures. Maintain open and pending invoice files, and follow up on departmental approvals. Complete timely and accurate reconciliation of vendor accounts with vendor statements. Receive vendor invoices, audit and reconcile against Purchase Orders, data entry of Check Requisitions, and printing and distributing checks Ensure timely and accurate printing and distribution of purchase orders per IAIA policies and procedures. Provide vendors and IAIA personnel assistance with questions/inquiries related to purchase orders, requisitions, invoices, and accounts and budgets. Maintain all files and paperwork related to Accounts Payable responsibilities in an orderly fashion. Log incoming paperwork and receipt incoming checks and cash. Prepare requisitions for Financial Services department expenses. The incumbent is responsible for a wide range of Payroll tasks, which include but are not limited to the following: Ensure timely and accurate payment, recording, and delivery of all payroll and payroll-related expenditures, including tax withholdings, employee deductions, benefits, service charges, etc. Process, audit, monitor, administer, and complete bi-weekly payroll in a timely and accurate manner, which includes but is not limited to the following key tasks: Compile and audit bi-weekly payroll data such as work hours, vacation/sick time, leaves of absence, garnishment, insurance deductions, and 403(b) contributions. Ensure verification of supporting paperwork (including but not limited to employee time sheets) for completeness, accuracy, and compliance with policies and procedures. Process bi-weekly transfer of time and attendance data to Paylocity. Audit wages computed and correct errors to ensure accuracy of payroll. Timely and accurate auditing of paychecks and payroll reports/ledger. Issue and track the distribution of manual paychecks to employees as needed. May prepare and issue manual paychecks periodically. Prepare periodic reports of earnings, taxes, and deductions, including standard and ad-hoc payroll/time reports from HRIS/payroll software. Compile and produce annual payroll schedule and calendar. Respond to supervisor or employee inquiries about Payroll, time, and related earnings/deductions issues. Maintain all payroll-related files and paperwork in an orderly fashion. Assist with annual Museum Shop and Campus Bookstore inventory count. Serve as liaison between IAIA community and Financial Services. Other duties as assigned. REQUIRED EXPERIENCE AND EDUCATION Associate’s degree (AA) or equivalent related experience plus at least two years’ experience in a computerized financial office environment. Prefer a degree in accounting or two years of direct accounts payable and payroll experience. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES · Ability to work under moderate supervision, begin projects independently (or as assigned), and bring projects (or assignments) to conclusion in a timely/accurate manner. · Knowledge of computerized accounting systems and spreadsheet programs such as Excel. · Knowledge of basic accounting principles. · Ability to communicate effectively and work successfully with the IAIA community as related to job responsibilities. · Must have hands-on, direct, and comparable payroll expertise. · Must possess the ability and skill to secure highly confidential/compensation information. · Ensure the security and confidentiality of sensitive financial data/information. · Ability to resolve payroll issues/concerns constructively. · Must have excellent attendance and punctuality capability. · Must have the skill to organize and prioritize payroll tasks/duties in a logical/methodical manner. · Strong knowledge of ad-hoc report writing. · Ability to quickly obtain a solid understanding of payroll and payroll tax laws. · Proficient in Word and Excel. · Must have strong demonstrated skills in written and verbal communications. · Must possess effective/efficient time management skills and excellent attention to detail. · Must be able to work effectively in a highly collaborative work environment. Adheres to appropriate standards of conduct and ethics, including but not limited to: confidentiality integrity and honesty compliance with payroll and HR directives/guidelines/laws exhibit the ability to adapt to changing work priorities and demands cooperate and collaborate respectfully with others at all times participate in proactive problem-solving complete job duties and responsibilities participate in meetings as required · Must have a high level of customer service, professional demeanor, and presence. · Strong customer service skills, which demonstrate responsive, courteous, and professional presence/results. WORKING CONDITIONS · Ability to sit for extended periods, utilizing a computer workstation. · Ability to read and interpret basic to complex data/information/guidelines/ procedures related to Accounts Payable (AP), Purchase Orders, finance, Payroll, and/or accounting. · Ensure the security and confidentiality of sensitive financial data/information. · Incumbent may be asked by their supervisor or manager to perform other duties. · Management can revise this job description at any time, with or without notice. · This job description does not list all the duties of the job. · The job description is not a contract for employment. PI281385317