What are the responsibilities and job description for the Accounting-Payroll Coordinator position at Milestones Area Agency on Aging?
TITLE: Accounting/Payroll Coordinator– Hourly/Nonexempt
REPORTS TO: Fiscal Director
PURPOSE OF POSITION: This position is responsible for assisting in maintaining Milestones’ general accounting system, including, but not limited to preparation of reports and statistics reflecting assets, liabilities, financial transactions, revenue, and cash flow. Responsible for all accounting and reporting associated with payroll processing, tax withholding, reconciliation, and expense accounts. The position has confidential status as related to personnel and fiscal matters internal to Milestones, in addition to specific client relationships publicly.
RESPONSIBILITIES/ACTIVITIES:
1. Performs all payroll duties including reviewing accuracy of timecards and expense reimbursements accuracy and processing payroll bi-weekly.
2. Assist HR with maintaining all company/employee data in the payroll system and accounting system (GMS) including new hires, rate changes, deductions, terminations etc. Completes vacation payouts and IPERS refunds and expense reimbursements, as requested by HR.
3. Imports payroll journal entries and posts to general ledger on a monthly basis.
4. Assist HR is training employees on how to navigate the timekeeping system and assist with troubleshooting timekeeping issues for employees.
5. Assists in the preparation of the Milestones’ annual audit and prepares requested work papers, schedules and supplementary information for audit report.
6. Prepares miscellaneous accounts receivable billings as needed.
7. Prepares bank deposits by verifying worksheets and sending cash & checks to bank.
8. Serves as back up to Fiscal Director
a. Milestones budget
b. Monthly nutrition timesheet allocation and adjusts timesheets as needed
c. Monthly billings for assigned grants
d. Monthly closing schedule in accordance with various reporting requirements and deadlines
e. Accurately recording all grant transactions and submitting financial reports to appropriate funding sources.
f. Back-end payroll process, including preparation and entering into accounting system.
9. Serves as back up to Accounting Assistance/AP in coordinating all functions of cash payments including analyzing and approving vendor invoices, reviewing the coding of expenditures in accordance with financial grant requirements, preparation of accounts payable, petty cash, and stamp funds.
10. Updates cash flow spreadsheet weekly.
11. In consultation with the Fiscal Director, establishes monthly closing schedule in accordance with various reporting requirements and deadlines.
12. Assists in accurately recording all grant transactions and submitting financial reports to appropriate funding sources.
13. Update employee deduction reconciliations & reconcile liability accounts.
14. Prepare bi-annual U.S. Census Report of Organization, and annual SPR staffing.
15. Reconcile Milestones Foundation account.
16. Prepare annual 1099’s for vendors with assistance from the Accounting Assistant/Accounts Payable.
17. Assist HR with preparing annual 1095c’s for employees.
18. Prepare annual Sunshine Fund donation statements.
19. Works closely with Milestones’ HR Director on benefits, IPERS and reports
20. Works with Fiscal Director to ensure fiscal software is up to date and compacts and repairs accounting system database monthly.
21. Assists with daily outgoing mail using electronic mail machine, postage & depositing as needed.
22. Represent the agency in a professional manner at all required meetings or trainings.
23. Performs other duties as required.
REQUIREMENTS, SKILLS AND/OR ABILITIES FOR POSITION:
1. Bachelor’s degree in accounting and two or more years of experience in payroll processing preferred.
2. Knowledge of UKG payroll system preferred.
3. Requires knowledge of and experience with generally accepted accounting principles, accounting terminology and methods.
4. Experience with fund accounting and cost allocations preferred.
5. Experience with financial software systems and progressive computer software experience, including Microsoft Office. Knowledge of GMS system (Grant Management System.) preferred.
6. Extensive knowledge and experience with excel spreadsheet development and usage.
7. Must have valid driver’s license and auto insurance, have access to reliable transportation, and be available to travel as job requires.
SCHEDULE:
Full-Time: Monday – Friday, 8 hours between 7:30am – 5:00pm
SALARY:
Range: $20.00 - $22.00 per hour Depending on Experience
BENEFITS:
Medical, Dental, Vision, Accident, Critical Illness, Hospital, Short Term Disability, Pet Insurance, Company Paid Life Insurance, IPERS Retirement, Vacation and Sick Time, 1 Personal Day and 12 Paid Holidays Annually
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No nights
- No weekends
Work Location: In person
Salary : $20 - $22