Payroll & Accounts Payable Specialist

Experience: 3+ years of combined payroll and accounts payable experience, including at least 2 years of hands‑on payroll processing ownership Core Areas: Accounts Payable, Payroll Processing, Vendor Management, Purchase Orders, Invoice Reconciliation, ADP & TriNet, Ramp, Intuit Enterprise Suite Compensation: Annual base salary: $62,000–$88,000, depending on work location and experience. Travel: Occasional travel to company sites; frequency and duration not specified. About the Role The Payroll & Accounts Payable Specialist manages essential accounting transactions, including full-cycle accounts payable, U.S. payroll processing, purchase orders, vendor invoices, payment preparation, expense management, and financial reconciliations. The position is responsible for maintaining accurate financial records, resolving transaction discrepancies, supporting compliance requirements, and ensuring reliable processing across multiple U.S. entities. This opportunity involves hands‑on payroll administration using ADP and TriNet, accounts payable and purchasing workflows in Ramp, and transaction accuracy within Intuit Enterprise Suite. Responsibilities also include vendor onboarding, restricted and denied party screening, internal controls, audit documentation, and the development of accounting procedures. The role reports to the Controller and offers potential growth into general ledger accounting, month‑end close activities, and Staff or Senior Accountant responsibilities. What You'll Do Payroll Processing and Administration Manage end-to-end U.S. payroll processing through ADP and TriNet across multiple entities, ensuring accurate and timely payroll execution. Process payroll changes involving new hires, terminations, salary adjustments, employment status updates, bonuses, commissions, retroactive adjustments, and off‑cycle payments. Review payroll registers and preview reports before submission, compare results with previous payroll periods, and resolve discrepancies before payments are processed. Coordinate with People Operations to maintain accurate employee records and ensure changes are correctly reflected across payroll platforms. Manage payroll data workflows across professional employer organization (PEO) and direct payroll provider arrangements. Reconcile payroll funding, payroll tax deposits, and employee benefit deductions, investigating and resolving differences with payroll providers. Support quarterly and annual payroll tax reporting, W-2 processing, and reconciliation of Form 941 and state payroll filings to the general ledger. Prepare payroll journal entries and payroll‑related accruals, including paid time off (PTO) and bonus accruals. Respond to employee payroll inquiries while maintaining confidentiality of compensation and personal information. Accounts Payable and Purchasing Manage full‑cycle accounts payable activities, including vendor invoice processing, purchase order administration, invoice matching, and payment preparation. Create purchase orders in Ramp and coordinate approval workflows with stakeholders across Research and Development, Operations, and General and Administrative functions. Enter, review, and code vendor invoices in Ramp, ensuring accurate allocation to the appropriate general ledger accounts, departments, and locations. Perform three‑way matching of purchase orders, invoices, and receiving documentation, resolving exceptions with vendors and internal requesters. Maintain vendor master records, including collection of W-9 forms, banking documentation, validation of vendor information, and audit‑ready recordkeeping. Prepare vendor payment runs for management review and approval while maintaining accurate accounts payable aging reports. Monitor outstanding invoices and payment obligations to support timely supplier payments and reliable purchasing operations. Reconcile vendor statements and investigate discrepancies involving invoices, payments, credits, and account balances. Process corporate credit card transactions and employee expense reports through Ramp, ensuring accurate expense coding and compliance with established expense policies. Vendor Compliance and Supply Chain Screening Perform restricted and denied party screening for new vendors and suppliers as part of the vendor onboarding process. Conduct periodic re‑screening of existing vendors according to established compliance schedules. Document screening results and retain supporting evidence in accordance with audit and government customer documentation expectations. Escalate potential screening matches or ambiguous results to Legal and Trade Compliance and place vendor onboarding on hold pending clearance. Maintain vendor screening logs and support internal and external compliance reviews without independently adjudicating potential matches. Accounting Controls and Process Improvement Develop and document standard operating procedures, desktop instructions, checklists, and accounting calendars for payroll, accounts payable, and vendor management activities. Establish repeatable workflows that support operational continuity and allow other accounting personnel to cover assigned responsibilities. Prepare supporting documentation, financial schedules, and transaction records for audits, accounting reviews, and due diligence requests. Maintain segregation of duties by preparing and recording transactions while ensuring purchasing approvals, invoice approvals, payment releases, payroll funding authorization, and entry reviews remain with designated management. Identify and elevate situations that could compromise established internal accounting controls. Investigate recurring invoice coding questions, vendor onboarding delays, reconciliation issues, and inefficient manual processes. Recommend process improvements that strengthen transaction accuracy, financial controls, and accounting workflow efficiency. Support the continued development of accounting operations, with potential expansion into general ledger activities and month‑end close responsibilities. Qualifications Required Experience At least 3 years of combined payroll and accounts payable experience, including a minimum of 2 years of direct responsibility for hands‑on payroll processing rather than payroll data entry support. Demonstrated experience processing payroll through a third‑party payroll platform such as ADP, TriNet, Paylocity, Rippling, Gusto, or a comparable system. Practical experience administering multi‑state U.S. payroll. Full‑cycle accounts payable knowledge, including three‑way invoice matching, purchase order‑based purchasing, and vendor master management. Hands‑on experience using a cloud‑based ERP or mid‑market accounting system such as Intuit Enterprise Suite, QuickBooks Online Advanced, NetSuite, Sage Intacct, or a comparable platform. Required Skills Ability to independently process payroll transactions, review payroll registers, reconcile payroll‑related amounts, and investigate discrepancies before payroll submission. Strong understanding of accounts payable workflows, vendor invoice coding, purchase order processing, payment preparation, and vendor account reconciliations. Advanced Microsoft Excel skills, including lookup functions, pivot tables, and reconciliation of large financial data sets. Ability to maintain accurate accounting records, investigate transaction discrepancies, and identify errors before they affect financial reporting or payment processing. Strong organizational skills and the ability to establish documented procedures, manage competing priorities, and operate effectively when existing processes are limited. Demonstrated discretion when handling confidential employee compensation, payroll information, and sensitive financial records. Clear written and verbal communication skills, including the ability to explain accounting codes, transaction discrepancies, and payroll issues to non‑accounting stakeholders. Ability to work independently, exercise sound judgment, take ownership of assigned processes, and raise errors or control concerns promptly. Interest in developing general ledger accounting and month‑end close capabilities as the accounting function expands. Education & Certifications Associate's or bachelor's degree in Accounting, Finance, or a related field, or equivalent practical experience. Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) certification is welcome but not required. Preferred Qualifications Experience processing payroll through both a professional employer organization (PEO) and a direct payroll provider. Experience with Ramp or a comparable spend management platform, including Brex, Navan, Coupa, or Bill.com. Exposure to export controls, denied party screening, International Traffic in Arms Regulations (ITAR), or Export Administration Regulations (EAR). Training on the screening process is available. Experience preparing accounting journal entries and performing general ledger reconciliations; these capabilities are beneficial but not required initially. Experience working in a multi‑entity accounting environment. Previous accounting or finance experience in manufacturing, hardware, industrial operations, aerospace, or defense‑related environments. Benefits Medical, dental, and vision insurance benefits. 401(k) retirement plan with employer matching contributions. Professional development reimbursement. Potential equity participation for most full‑time positions, subject to eligibility. Professional growth opportunities involving general ledger accounting, month‑end close, and progression toward Staff or Senior Accountant responsibilities. #J-18808-Ljbffr