AP/Payroll Specialist

Accounts Payable (AP)/Payroll Specialist

The Accounts Payable (AP)/Payroll Specialist is responsible for the accurate and timely processing of payroll, vendor invoices, employee reimbursements, and other payable transitions in accordance with Company policies, contractual requirements, and applicable accounting standards. This role supports day-to-day financial operations by ensuring obligations are properly reviewed, coded, approved, and paid while maintaining complete and auditable records. The AP/Payroll Specialist works closely with internal departments, vendors, and the broader finance team to resolve discrepancies, improve processes, and support compliance with internal controls and regulatory requirements. This is a hands-on role that requires strong system fluency in ADP and QuickBooks Online, tight controls, and the ability to operate in a fast-moving corporate environment. The information below is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position.

Essential Job Duties and Responsibilities

• Responsible for the AP lifecycle across all business units, including invoice receipt, expense coding, approval routing, and payment execution.
• Process vendor invoices accurately and on time, ensuring proper GL coding, cost center allocation, and maintain approval documentation.
• Maintain vendor master data including onboarding, W-9 collection, and payment method setup.
• Execute weekly payment runs (ACH, check, wire) while managing cash discipline and approval controls.
• Reconcile AP subledger to the general ledger and resolve discrepancies proactively.
• Respond to both vendor and internal customer inquiries with a service-oriented, business-first mindset.
• Support month-end close by assisting with AP accruals, reconciliations, and meeting deadlines.
• Process bi-weekly payroll for salaried and hourly employees across all business units using Company payroll system.
• Ensure accurate time capture, earnings, deductions, benefits, garnishments, and tax withholdings.
• Partner with Human Resources on new hires, terminations, payroll changes, and benefit deductions.
• Review payroll registers, validate exceptions, and resolve discrepancies before submission.
• Manage payroll tax filings, wage garnishments, and year-end activities (W-2s) in coordination with Company payroll system.
• Ensure compliance with federal, state, and local payroll regulations.
• Serve as a QuickBooks Online and ADP power user, ensuring data integrity between systems.
• Maintain strong internal controls, audit trails, and documentation across AP and payroll processes.
• Identify process gaps and drive continuous improvement, automation, and standardization initiatives.
• Support audits and ad-hoc finance requests as needed.
• Perform other duties as assigned.

Minimum Requirements

• Proven experience processing payroll using ADP (or equivalent payroll system) and working knowledge of QuickBooks Online (or equivalent financial system).
• Solid understanding of GAAP fundamentals related to AP, payroll, and accruals.
• Possess a control-oriented mindset.
• Comfortable working cross-functionally with Human Resources, Program Management, Operations, and Maintenance personnel.
• Ability to manage volume without sacrificing accuracy.
• Demonstrate strong judgment when handling confidential and sensitive information.
• Ability to work independently and within a team while demonstrating sound judgment and attention to detail.
• Proficient in the English language with effective communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Must demonstrate safe and healthy workplace practices.
• Must be able to work nights, weekends, and holidays as needed.
• Must be able to travel within the US and internationally.
• Must demonstrate the knowledge, skills, and abilities of an AP Specialist in daily work performance.

Education and/or Work Experience

• 3+ years of hands-on experience in Accounts Payable and Payroll in a corporate environment.
• Experience supporting multiple business units or entities strongly preferred.
• Experience with government contracting a plus.

Physical Requirement

• Ability to sit for extended periods of time while working at a computer.
• Ability to work in an office or hybrid environment with standard lighting, noise levels, and climate conditions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.