Payroll and Accounts Coordinator

Job Description

Job Description

The Payroll and Accounts Coordinator will be responsible for the processing of accounts payable, accounts receivable, and payroll for the organization. The work will require strong communication skills as the successful candidate will interact with many internal and external stakeholders of Vista Autism Services. A high level of attention to detail and organization will be key to success in the role. This is a hybrid position with the ability to work remotely a few days per week, if desired.

ESSENTIAL FUNCTIONS

ACCOUNTS PAYABLE:

• Collection, review, approval validation, and data entry of all invoices.
• Facilitate approval of invoices via NetSuite Approval flows.
• Maintenance of vendor, invoice, and payment records. 
• Issue payments in a timely manner via check, EFT, and wire. 
• Manage vendor account portals and administer organizational purchasing card and credit accounts.
• Work with vendors on resolution of any discrepancies.  
• Assist with set-up and maintenance of payable records in financial system.
• Collect W-9 forms from vendors and ensure proper classification for tax reporting.

ACCOUNTS RECEIVABLE:

• Monitor and record bank deposit activity.
• Remotely deposit and record incoming check payments.
• Access insurance remittance information for entry into electronic health records.
• Create monthly tuition billing invoices. 
• Maintain student databases to ensure accurate billing to school districts.

PAYROLL:

• Process bi-weekly payroll for exempt and non-exempt employees, ensuring accuracy and timeliness 
• Collaborate with Human Resources to ensure the accurate processing of non-routine payroll transactions.
• Process and administer wage attachments, including 401k loans, child support orders, tax levies, garnishments, and other court-ordered deductions, ensuring compliance with applicable regulations. 
• Administer employee expense reimbursements (within payroll), ensuring compliance with IRS regulations, organizational policies, and established reimbursement procedures. 
• Coordinate year-end payroll activities, including W-2 preparation, distribution, reconciliations, and related communications. 

OVERALL:

• Respond to position-related stakeholder inquiries.
• Collaborate with software vendors as needed for related system configuration, troubleshooting, enhancements, testing, and issue resolution within the scope of the position.
• Maintain records and supporting documentation in accordance with organizational policies and applicable record retention requirements.
• Support annual audit processes in collaboration with internal and external partners.
• Other duties as assigned

SUPERVISORY RESPONSIBILITY

This position does not require supervisory responsibility.

PHYSICAL DEMANDS 

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. The following positions or movements are typical of the job: sitting, walking, standing, lifting, and reaching, often for extended periods of the workday.

The position requires that an individual be able to learn new tasks quickly and effectively. Job requirements may change frequently. The ability to understand and carry out detailed, involved instructions is mandatory. The incumbent must be able to travel to multiple locations as needed, when needed to conduct organizational business. Subject to inside environmental conditions.

EXPECTED SCHEDULE

MINIMUM QUALIFICATIONS OR EDUCATION AND EXPERIENCE

• Minimum high school diploma required. Associates degree or higher in business or other administrative function preferred.
• High proficiency in Microsoft Office products and internet applications required.
• Prior experience in accounts payable, accounts receivable, or payroll, or a combination of relevant experience
• Experience with complex organizations with multiple subsidiaries and locations preferred.
• Successful completion of all pre-employment requirements, including but not limited to PPD testing, physical, and drug screening required.
• Successful completion of Vista's crisis intervention training required

KNOWLEDGE AND SKILLS

• Familiar with financial accounting and payroll software systems – NetSuite and ADP Workforce Now knowledge preferred
• Strong communication skills, both written and verbal
• Attention to detail
• Highly organized