Payroll and Accounting Specialist

The Payroll & Accounting Specialist is responsible for the accurate and timely processing of biweekly payroll, payroll-related tax and regulatory filings, accounts payable functions, reconciliations, and other assigned accounting responsibilities. This position reports directly to the Controller and works closely with the Director of Human Resources to ensure employee pay, deductions, benefits, timekeeping, and employment-related payroll information are processed accurately and in accordance with company policies and applicable requirements.

This position requires exceptional attention to detail, confidentiality, organization, and the ability to independently manage recurring deadlines. The Payroll & Accounting Specialist serves as an important connection between Accounting and Human Resources and is expected to identify discrepancies, research issues, maintain appropriate documentation, and escalate concerns to the appropriate department.

Payroll Administration

• Process biweekly payroll accurately and within established submission deadlines.
• Review payroll information, timecards, approved time-off, punch corrections, and other payroll inputs for completeness and accuracy.
• Prepare, manipulate, reconcile, and upload tip information and related payroll adjustments.
• Review and resolve payroll warnings, exceptions, and discrepancies prior to payroll submission.
• Process approved employee deductions, garnishments, reimbursements, and other payroll-related transactions.
• Complete post-payroll processing, reconciliations, and contribution-related activities.
• Research employee payroll discrepancies and coordinate corrections with Human Resources and/or Accounting as appropriate.
• Maintain organized payroll records and supporting documentation.
• Serve as the primary payroll processor and support documented payroll backup procedures.

Payroll Tax, Reporting & Regulatory Filings

• Monitor payroll tax filings and payments for accuracy and timeliness.
• Review federal, state, and local payroll tax notices and coordinate research and resolution of discrepancies.
• Assist with quarterly and annual payroll tax reconciliations and required filings.
• Coordinate and complete year-end payroll processing and reconciliation activities, including review of employee W-2 information for accuracy prior to finalization and distribution; reconcile annual taxable wages, taxes, deductions, and employer contributions to payroll records and quarterly filings; research discrepancies and coordinate corrections as necessary.
• Maintain a recurring compliance and filing calendar for assigned payroll, tax, employment, and business filings.
• Prepare or assist with unemployment, census, wage, employment, and other recurring governmental or organizational reports as assigned.
• Coordinate and prepare documentation for payroll-related audits, including workers' compensation, unemployment, payroll tax, benefit/payroll, and other wage- or payroll-based audits. Compile and reconcile payroll registers, wage reports, hours, employee classifications, and other requested documentation; research discrepancies and partner with the Controller and Human Resources as appropriate.

Accounts Payable & Accounting Support

• Help support the review of invoices for required approvals, appropriate coding, and supporting documentation.
• Enter approved invoices into the accounts payable/accounting system and support timely payment processing.
• Assist with vendor account reconciliations and research invoice or payment discrepancies.
• Maintain organized accounts payable documentation and records.
• Assist with credit card, expense, and other assigned account reconciliations.
• Provide administrative accounting support and assist the Controller with recurring or special projects as assigned.

Benefits & Payroll Reconciliation Support

• Reconcile payroll benefit deductions and employer contributions to carrier invoices and payroll records.
• Review benefit invoices for discrepancies and coordinate corrections with Human Resources and/or benefit carriers as appropriate.
• Assist with HSA, FSA, retirement, and other payroll deduction or contribution reconciliations as assigned.
• Support annual benefit and payroll audits by preparing reports and supporting documentation.

Cross-Functional Responsibilities & Internal Controls

• Maintain a high level of confidentiality regarding payroll, employee, financial, and company information.
• Assist with internal and external audits/surveys and provide requested payroll or accounting documentation.
• Perform other related duties as assigned.

Skills and Abilities

• Strong knowledge of payroll processing practices; payroll tax and accounts payable experience preferred.
• Exceptional attention to detail and accuracy with confidential financial and employee information.
• Ability to manage recurring deadlines and prioritize work independently.
• Strong reconciliation, problem-solving, and research skills.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with payroll/HRIS and accounting systems; Paycom experience highly preferred.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work collaboratively across Human Resources and Accounting while maintaining clear lines of responsibility and approval.

Education / Experience

• Fundamental Payroll Certification (FPC) or equivalent credential preferred, or a willingness to obtain it within the first year of employment.
• 3-5 years of payroll, accounting, accounts payable, or related experience preferred.
• Experience processing payroll and working with reconciliations, or year-end payroll processes strongly preferred.

Supervisory Responsibilities

This position does not require supervisory responsibilities.
Work Environment / Physical Demands

Work is performed in an office environment and is primarily stationary, including sitting for prolonged periods. The position must be able to communicate effectively in person, by telephone, and electronically and perform routine office tasks.
Expected Hours of Work

Part-time, year-round. The regular schedule will be established based on business needs. Reliable availability around biweekly payroll processing deadlines, quarter-end, year-end, and other required filing deadlines is essential.