AP/Payroll Specialist

POSITION TITLE: AP/PAYROLL SPECIALIST

DEPARTMENT: Administration

LOCATION: Sacramento, CA

REPORTS TO: Executive Officer

FLSA STATUS: Non-Exempt (Hourly)

COMPENSATION: $31.81 per hour

The Cooperative Agricultural Support Services (CASS) is a Joint Powers Authority established as a partnership between the California Department of Food and Agriculture (CDFA) and the Counties of Yolo and Trinity. Over time, CASS has significantly expanded its reach across California, delivering essential support to the agricultural industry and its consumers.

CASS specializes in providing comprehensive human resources and administrative support services to enhance the efficiency and effectiveness of agricultural programs. Its diverse program activities include agricultural inspections, pest prevention, and other critical initiatives administered by CDFA, county agricultural commissioners, and various public agencies. By fostering collaboration and leveraging expertise, CASS continues to play a vital role in supporting California’s agricultural industry and safeguarding the quality and safety of its products.

Our current work includes:

Agricultural Commodity Grading Program

Grading using County, State and Federal standards

Emergency Pest Detection Trapping and Survey program

Professional Develop and Educational Training

We are seeking an enthusiastic and experienced AP/PAYROLL SPECIALIST to join our Headquarters Team. This position reports directly to the Chief Financial Officer (CFO).

POSITION OVERVIEW:

Under the direction of the EO or her designee, this position will perform accounting functions such as accounts payable/receivable, managing accounting systems, budgetary and/or business management control, internal control policies and audits, performing financial/fiscal record keeping utilizing computerized systems, account balancing and reconciliation, financial statements preparation, document and governmental-agency reporting, and report financials to the Agency’s board members. Experience-based knowledge of Generally Accepted Accounting Principles (GAAP). The candidate will also oversee the timely and accurate processing of payroll for the agency. The successful candidate will have the ability to use proper English and grammar, make arithmetical computations, operate various modern office machines, and follow oral and written directions.

ESSENTIAL JOB FUNCTIONS:

· Perform duties with a high degree of professionalism, integrity, judgment, and initiative. Effectively communicate with clients, board members, and field staff.

· Assemble, review and verify invoices; code, match and set up invoices for payment; Enter and upload invoices into the Activity software system; Make analytical studies of accounting systems and formulation of new or revised systems to meet accounting needs.

· Review, process and pay all invoices in a timely manner.

· Assisting the CFO and AP/Payroll Coordinator with day to day, monthly and year-end operations of the AP/Payroll Department. Prepares weekly, biweekly, monthly and quarterly reports as requested.

· Assist CFO in preparing baseline budget, prepare budget revisions, review, analyze, evaluate, and process budget change proposals.

· Reconciling processed work by verifying entries and comparing reports to balances.

· Prepare and perform full-cycle payroll process for more than 400 employees to ensure timely transmission of payroll; process off-cycle and manual payroll checks, as needed.

· Ensures that all internal policies and procedures are being adhered to in regard to payroll processes such as wage increases, MSA and other types of compensation issues. Attend to employee payroll issues.

· Perform audit of payroll registers

· Prepare accounts payable, and invoice clients’ accounts receivable. Reconcile bank accounts, and fixed assets schedules.

· Reviews GL accounts on AP statements prior to final approval prepare related financial activity to produce monthly financial reports.

· Monitor account balances, track expenses,

· Oversees preparation and processes of invoicing and billing to the agency’s different programs.

· Conduct annual governmental reporting to State Controller’s Office.

· Review payroll liabilities on regular basis to ensure accuracy.

· Updated accounting Software with yearly information, i.e.: benefits package, tax percentage changes, minimum wage updates, and garnishments.

· Gain understanding of client operations, processes, and business objectives.

· Attend client management budget meetings whenever necessary as directed by the CFO.

· Interact effectively with the other departments within the agency specifically. HR and Admin.

· Ensure accounting record retention in accordance and state and federal law.

· Attendance, punctuality, and dependability are essential to this position.

· Completes projects and special assignments and other duties as assigned.

SKILLS & QUALIFICATIONS:

· Associate’s or higher degree preferred.

· Completed college courses in accounting, finance, or related field with relevant work experience.

· Minimum of 1- 3 years accounts payable or related general accounting experience with one year in computerized accounting setup and understanding of accounts payable, general accounting procedures accounting and audit.

· Knowledge of relevant accounting and payroll software (such as Accounting ware and Paylocity)

· General Ledger Accounts, Journal Entries, and Balance Sheet.

· Proficient in Microsoft Suite including Excel, Pivot tables; Zoom conferencing; and Acrobat Editor.

· Professionalism, dependability, integrity, and trustworthiness combined with a cooperative attitude.

· Ability to adapt to a flexible work environment, self-starter and proactive.

· Excellent time management and organizational skills.

· Ability to maintain confidentiality and handle conflict in a tactful and professional manner.

OTHER RESPONSIBILITIES:

· Assumes responsibility for doing assigned work and meeting deadlines.

Ÿ Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to supervisor with respect to time-off requests.

Ÿ Maintain presentable office environment including neatness and office space.

Ÿ Performs other duties, as necessary.

TEAM COMMITMENT:

· Viewed by others to be an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients where appropriate.

· Tactfully handles conflicts constructively and seeks appropriate assistance and directive when necessary.

· Develops and maintains cooperative and courteous relationships with co-workers, supervisor, and agency clients.

COMPENSATION:

Ÿ Benefits package includes medical/dental/vision benefits, matching retirement contributions, and annual and holiday leave.

Ÿ Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws.

PHYSICAL REQUIREMENTS:

The incumbent in this position will be required, with or without reasonable accommodation, to operate a desktop computer using a keyboard and mouse; employ repetitive arm and wrist motions; occasionally bend, stoop, twist, reach; and, lift file or supply boxes of up to twenty pounds.

Cooperative Agricultural Support Services is an equal opportunity employer committed to a diverse, welcoming, and inclusive workforce. Applicants will receive consideration for employment without regard to race color, religion, national origin, ancestry, age, genetic information, sex (including pregnancy), gender identity, sexual orientation, marital status, parental status, disability, veteran status, or any other protected status.

Job Type: Full-time

Pay: $31.81 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Sacramento, CA 95815 (Required)

Ability to Relocate:

• Sacramento, CA 95815: Relocate before starting work (Preferred)

Work Location: In person

Salary : $32