Payroll and AP Specialist

Compensation: $38.00 – $40.86 / hour

Status: Full-time, Non-Exempt (Year-Round)

Location: Richmond, CA, US

Who we are
At Making Waves Academy (MWA), we are committed to helping historically underrepresented students reach their full potential and navigate the path to college and career success. We believe that a strong mission requires an equally strong operational backbone.

We are seeking a meticulous, proactive, and collaborative Payroll and AP Specialist to manage the full lifecycle of our fiscal operations. If you are a numbers person who wants your work to have a direct, positive impact on a vibrant school community of dedicated educators and staff, we want to hear from you.

What you’ll be doing
You will independently own the dual-function lifecycle of payroll and accounts payable, reporting directly to the Controller. This role provides high autonomy with low bureaucracy, giving you full ownership over critical financial workflows.

Payroll Operations (50%)

• Full-Cycle Processing: Manage independent, bi-weekly payroll processing for diverse employees (certificated teachers, classified staff, and stipended personnel).
• Compliance & Reporting: Handle teacher summer hold-back payments, longevity bonuses, and retirement contributions. Remit reports to CalSTRS and manage employee retirement enrollments.
• Tax & Audit Support: Reconcile Federal Quarterly Form 941 expenses, submit annual Government California Compensation Reports, and pull documentation for annual workers' comp audits.
• Cross-Department Collaboration: Partner closely with People Operations to maintain clean employee data (leave balances, overtime, sick banks).

Accounts Payable & Logistics (50%)

• Invoice Management: Code, allocate, and issue checks using the Sage Intacct system, ensuring proper approvals are met.
• Expense Control: Manage the Concur system for employee reimbursements and reconcile monthly business credit card statements.
• Vendor Relations: Maintain clean vendor files (W9s, contracts), handle the annual filing of 1099-MISC forms, and smoothly resolve vendor payment inquiries.
• Perks & Planning: Coordinate travel logistics (flights and hotels) for MWA employee conferences roughly 10 times a year.

What we’re looking for
You enjoy working with numbers but also value human connection. You are highly organized, thrive under bi-weekly deadlines, and want to be a vital part of a school community where you can occasionally step away from the desk to cheer on students at games and performances.

You’ll need to have:

• Associate degree in Accounting, Finance, Business, or related field, OR equivalent practical experience.

• 3+ years of combined hands-on experience running payroll and managing accounts payable.
• Deep knowledge of CA wage and hour laws, payroll taxes, and GAAP principles.
• Advanced proficiency in Microsoft Excel.
• Experience with standard accounting platforms (such as Sage Intacct).

Even better if you have:

• Bachelor’s degree in a business-related discipline.
• Prior experience working within a California Public Charter School or School District.
• Direct, hands-on experience with CalSTRS reporting.
• Familiarity with Rippling and Concur systems.
• Strong, patient communication skills for resolving staff payroll questions or vendor inquiries.

Why MWA?

We offer a stable, year-round role with an excellent hourly rate in a stable, mission-driven organization. Here, your work directly supports the educators shaping the future.