Accounts Payable & Payroll Specialist
Carlsbad Educational Foundation
Job Description
Job Description
ACCOUNTS PAYABLE & PAYROLL SPECIALIST POSITION RESPONSIBILITIES
Accounting Initiatives
- Manage collection of invoices and expense requests, enter A/P into Ramp, and prepare weekly vendor payables. Maintain electronic filing of all expense support documentation including ACH transactions.
- Prepare weekly Positive Pay report for all checks cut from QuickBooks.
- Review aging vendor check payments and contact vendors for uncleared checks.
- Ensure that all contracted service vendors have an up-to-date W9 on file for 1099 processing.
- Review staff credit card receipts/expense detail in Ramp for accuracy and sync approved transactions to QuickBooks Online.
- Manage remote bank deposits for A/R.
- Contact donors to update expired credit card information.
- Prepare monthly finance committee meeting minutes.
- Assist Director of Finance with annual audit preparation and federal/state filings as needed.
- Track grant balances for CEF-funded programs and communicate updates to Carlsbad Unified School District and CEF program staff.
- Perform additional duties as assigned by management.
Payroll & Human Resources Initiatives
- Prepare bi-weekly payroll for processing and prepare/record related payroll journal entries.
- Calculate and record month-end closing journal entries for payroll (accrued payroll, accrued vacation, etc.).
- Review bi-weekly 401(k) deduction remittances for accuracy and record related journal entries.
- Work with Director of Finance and Coastal Payroll to review and file the annual 1095 ACA report.
- Maintain accurate and up-to-date HR files, records, and documentation.
- Maintain confidentiality and data integrity for all HR and payroll records.
- Manage EDD, FTB and other HR/payroll reporting requirements.
QUALIFICATIONS
Education & Experience
- Bachelor's degree required; accounting courses preferred.
- Minimum 2 years of accounting experience, specifically in accounts payable, and payroll; nonprofit accounting experience is a plus.
- Experience with QuickBooks Online, Ramp, or similar accounting and expense-management platforms.
Technical Skills
- Understanding of GAAP and standard accounting practices.
- Proficiency with Microsoft Office Suite, especially Excel (pivot tables, formulas).
- Familiarity with payroll systems (Coastal, ADP, Paychex, or similar).
- Ability to prepare journal entries and financial schedules accurately.
Professional Skills
- Exceptional attention to detail and high level of accuracy.
- Strong organizational skills with the ability to manage multiple deadlines.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive financial and HR information with discretion.
- Demonstrated problem solving ability and willingness to learn new systems and processes.
CORE COMPETENCIES
Work Ethic & Professional Conduct
- Reliable, self-motivated, and able to work independently or in teams.
- Demonstrates integrity, accountability, and strong work ethic.
- Maintains professionalism, punctuality, and commitment to organizational values.
- Treats others with respect and values diverse perspectives.
Communication & Interpersonal Skills
- Strong verbal and written communication in English.
- Interacts professionally and handles sensitive/confidential matters with discretion.
- Customer-focused, approachable, and able to navigate complex situations tactfully.
- Produces clear, accurate documentation.
Problem-Solving & Collaboration
- Focuses on solutions and resolving conflicts constructively.
- Effectively gathers, analyzes, and clarifies information.
- Listens actively and collaborates to achieve the best outcomes
This is an in-office position Monday-Friday approximately 28 hours per week.
To apply, please submit a cover letter and a resumé.
The individual hired for this position will have to submit for a LiveScan background check, Criminal Record Certification and Child Abuse Index Check.
Vacancy posted 17 days ago
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