What are the responsibilities and job description for the Staff Accountant position at Somerville-Cambridge Elder Service Inc?
Job Description
Job Description
Description :
Job Title : Staff Accountant
Reports To : Senior Director of Finance and Accounting
Department : Fiscal
FLSA Status : Exempt
Non-Union
Position Summary :
The Payroll Staff Accountant will be a key member of the accounting team, responsible for supporting general accounting functions and managing and processing accurate and timely payroll. This individual will collaborate closely with the HR and finance teams to ensure seamless payroll operations and assist in various accounting tasks. This position reports directly to the Sr Director of Finance and Accounting and is critical to maintaining smooth financial operations within the organization.
Job Responsibilities and Performance Standards :
Payroll Management :
Process Payroll : Oversee bi-weekly payroll processing via Paylocity, ensuring timely and accurate distribution of employee wages.
Collaboration with HR : Work closely with Human Resources to gather and verify payroll-related data, including pay rates, deductions, earned leave balances, and employee demographic updates.
Tax Withholdings : Set up and manage the State and local tax withholdings based on employee work and residence locations.
Timecard & Expense Review : Verify accuracy and completeness of electronic timecards and employee expense reimbursements.
Employee Education : Provide guidance and training to employees and managers on payroll procedures and promote the use of self-service Paylocity features.
Issue Resolution : Research and resolve payroll discrepancies, ensuring clear and professional communication with employees and management.
Deductions and Contributions : Administer IRS and state wage garnishments, as well as 401(k) contributions, ensuring accurate deductions and matches according to election forms.
Payroll Reports : Generate key payroll-related reports, including Bi-Weekly Payroll Reports, Wage Variance Analysis, Budgeted Wage Reports, and FTE / Position Control reports.
Integration Management : Ensure seamless integration between Paylocity payroll data and NetSuite accounting software.
Reconciliation & Filings : Reconcile quarterly and year-to-date payroll tax filings, ensuring all wages, taxes, and deductions are correctly processed and compliant.
General Accounting :
Invoicing & Billing : Prepare, track, and submit monthly invoices for services rendered, ensuring timely and accurate submissions.
Grant Monitoring : Ensure compliance with grant activities and the proper allocation of related expenses.
Journal Entries : Prepare and post payroll journal entries and other general ledger entries, as assigned, ensuring accurate posting of payroll expenses and related transactions.
Expense Allocations : Prepare journal entries for program-wide expense allocations, including admin and pooled costs.
Variance Analysis : Assist in preparing monthly expense variance reports, analyzing deviations from the budget, and providing actionable insights.
Vendor Budget Analysis : Help analyze vendor budgets and identify areas requiring review or adjustment.
Month-End Close : Support the month-end close process by preparing reconciliations, journal entries, support schedules, and providing financial analysis to ensure accurate reporting.
Financial Reporting : Prepare and distribute monthly financial statements and assist in the preparation of quarterly reporting packages for senior management.
Tax Filings : Support the preparation of tax filings such as UFR, Form 990, and other compliance documents, ensuring timely and accurate submission.
Budget Preparation : Assist with the preparation of the annual budget process.
Special Projects & Cross-Functional Support :
Audit Support : Assist with preparations for external audits, including fiscal audits, pension audits, and workers’ compensation audits.
Cross-Training : Provide cross-training opportunities for staff to ensure efficient use of the NetSuite system.
Backup Support : Serve as a backup to other accounting team members when needed to ensure continuity in operations.
Special Projects : Take on ad-hoc projects and additional tasks as assigned by management.
Professional Standards and Conduct :
Leadership : Ability to lead, inspire, and empower staff by demonstrating confidence and leadership presence. Passion and commitment to establishing and developing evidence-based programming for individuals to live in the setting of their choice with dignity and for as long as possible.
Collaborative and Responsive : Regularly communicate, follow up, and use a team-driven approach. Respond thoughtfully and promptly to agency needs, requests, and inquiries; identify and build partnerships with key stakeholders. Demonstrates excellent organizational and time management skills to meet various deadlines, ensuring closed-loop communication. Ability to multi-task and maintain flexibility to adapt and adjust workload assignments based on various needs.
Communication : Skilled in verbal and written communication, demonstrating the ability to communicate information in various ways to meet diverse styles and cultural backgrounds.
Analytical : Critical thinking skills, using logic and reasoning to identify the strengths and opportunities of alternative solutions, conclusions, or approaches to problems.
Attendance and Punctuality : Dependable, punctual, showing flexibility when needed. Attends meetings as needed and is fully present and participates during those meetings.
Commitment : Embodies SCES’s core values and shows great integrity, accountability, and professionalism in all interactions. Aids in furthering SCES’s mission and commitment to an inclusive environment.
Physical Environment :
Physical surroundings are comfortable with minimal exposure to injury or hazards.
Social / Psychological Conditions :
Occasional stress due to periodic or cyclical workload pressures and deadlines. Some interruptions involved.
Physical Effort :
Frequently sits, stands, walks, bends, reaches, and stoops throughout the day.
Frequently lifts, pulls, pushes, and carries up to 20 lbs.
Periodic eye strain and light ear strain.
Requirements : Qualifications :
Bachelor’s degree in Accounting, Finance, Business Administration or related field..
Minimum of 3-5 years payroll and accounting experience preferably with a non-profit organization.
Proficiency in Payroll systems (preferably Paylocity) and accounting software.
Strong understanding of payroll laws, tax regulations, and accounting principles.
Experience with NetSuite or similar accounting software.
Proficiency in Microsoft Office Suite, especially Excel (advanced formulas, pivot tables, vlookup)
Ability to handle confidential information with discretion and professionalism.
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