What are the responsibilities and job description for the Accounts Payable/Payroll Specialist position at Stan Hywet Hall & Gardens?
Position Overview:
Accounts Payable / Payroll Specialist is a full-time employee of Stan Hywet Hall & Gardens hired by the President & Executive Director upon the recommendation of the Controller. This position is directly responsible for the accounts payable process and assistance in accounting for all financial assets and liabilities of Stan Hywet Hall & Gardens and associated subsidiary companies.
Essential Duties and Responsibilities:
1. Maintain a professional attitude when working with the public, volunteers, and fellow staff.
2. Maintain strict confidentiality regarding financial and accounting details, and personnel data of Stan Hywet Hall & Gardens and associated subsidiary companies.
3. Oversight of purchase order requests, authorization, entry, and invoicing.
4. Prepare and transmit bi-weekly payroll and assist the Senior Accountant with reconciling payroll entries.
5. Process invoices assuring proper documentation/authorization is attached.
6. Prepare and distribute checks on a weekly basis.
7. Balance all payable accounts to the general ledger.
8. Custodian of vendor credit accounts and member cards and credit card accounts.
9. Maintain the contract file assuring all contracts are current.
10. Maintain certificate of insurance for vendors assuring all insurance is current.
11. Maintain W-9 tax forms assuring all W-9 tax forms are current.
12. Print and distribute 1099 tax forms for year end in accordance with IRS regulations.
13. Journalize all copier and postage reading on a monthly basis. Maintain postage funding.
14.
15. Verify proper backup documentation and record credit card purchases to ensure timely payment of monthly statement with bank. Enter into the Accounting Software monthly.
16. Ensure timely payment of invoices, check requests, reimbursements, contracts, real estate taxes, etc.
17. Transport daily cash receipt deposits to the bank.
18. Maintain the physical storage of accounts payable files within accordance of the retention policy.
12. Other duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Ability to work with staff and the public maintaining a high standard of professionalism.
· Must be very organized and work efficiently.
· Strong understanding of payroll processes and procedures. Experience in year-end payroll processes and W2 experience.
· Perform general accounting, payroll, and administrative functions in accordance with established policies, procedures, and controls. Records, classifies, and summarizes accounting data.
· Review and process accounts payable purchase requests ensuring Fund Number, G/L Account, requestor signature, supervisor signature, amount, and date are accurate and complete.
· Review monthly statements provided by vendors to ensure all invoices have been paid in a timely manner.
· Issue checks weekly and attach check stubs to purchase requests and attached backup paperwork.
· Assist with gathering documents needed by external auditors
· Ability to record transactions with speed, accuracy and efficiency.
· Proficiency in Outlook, Microsoft Word, and Excel.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: No less than 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $18 - $20