Accounts Payable/Payroll Administrator

General Purpose of the Position:

This position is responsible for two critical areas in the business. They are responsible for the administration of all AP functions for the Virginia location. This covers the day to day tasks as well as month end closing activities related to AP. They are also responsible to process payroll, end to end, as scheduled for RCI - Virginia and MTI - Tennessee. This position requires very strong communication skills as it will often be interacting with employees, management and external vendors. This position will also work closely with HR and must have a strong understanding of the union agreements when related to payroll. This position will also be asked to assist with benefit administration as help is needed.

Essential Duties and Responsibilities:

Accounts Payable

• Process and code vendor invoices for payment via the system using the appropriate GL account and raising questions with the purchasing agent when inaccuracies exist
• Verify and reconcile invoices entered in the system and reconcile with the Ledger
• Ensure timely payments of vendor invoices
• Process and mail vendor payments weekly
• Select wire payments weekly
• Communicate any discrepancies or issues to external vendors and/or fellow employees
• Maintain Vendor files, ensure W9’s are on file for all vendors.
• Identify invoices where sales tax has not been paid and ensure the tax is paid on the monthly return. Assist in preparation of the monthly return.
• Maintain Petty Cash box
• Ensure Intercompany Vouchers are provided to the appropriate entity for month end reconciliation

Month End

• Ensure all invoices are recorded in the correct month and the sub-ledger ties to the Ledger
• Prepare Aging of Payables
• Prepare AP Accrual entries and book entries into the ledger.
• Account reconciliation preparation on key accounts related to AP and Accrual accounts
• Provide monthly report to ISO Coordinator to calculate the cost of quality
• Provide monthly reports for HR regarding Hours Worked Report

Payroll

• Process all payroll for the Virginia and Tennessee locations
• Update earnings in conjunction with the labor agreements established by Mundet and the Union
• Update deductions related to 401k, union dues, etc as changes occur
• Reconcile payroll reports to timecards ensuring employees time is calculated and paid properly
• Provide employees with support and assistance on payroll related questions
• Create journal entries and post all entries to the accounting system related to payroll processing ensuring all entries reconcile with Paylocity Payroll reports
• Process wire requests to fund hourly 401k contributions and HSA contributions
• Process union dues deducted from employees check and forward payment to GCC monthly.
• Track safety shoe and safety glasses allowance for hourly employees per labor agreement

Miscellaneous

• Assist Director of Finance and/or HR Manager with special projects as necessary
• Participate in the GMP audit rotation

Skills and Abilities Required:

• Attention to detail is extremely important as this position deals with sensitive information
• Excellent time management skills
• Professional disposition as position deals with confidential sensitive information
• Knowledge of HR principles and practices
• Works well in a team environment
• Ability to work independently
• Ability to review processes and make recommendations to improve when necessary

Computer Equipment and Software Requirements:

• Experience with Accounting systems (ERP systems)
• Experience with Paylocity or similar payroll system
• Proficient in Excel, Word, Outlook

Contacts:

• All departments concerning AP related issues
• Employees for payroll and benefit related issues
• Managers for payroll exceptions or issues that may arise
• Outside vendors for both Accounts Payable & Payroll