Accounting & Payroll Specialist

Job Description

Job Description

We are seeking a precise, reliable, and detail-oriented Accounting & Payroll Specialist to join our finance team. In this role, you will manage day-to-day bookkeeping transactions and take full ownership of our payroll processing, including related tax payments and regulatory filings. Reporting directly to the Director of Accounting (CPA), you will serve as a key operational anchor for the department. Our team currently operates in QuickBooks Online/Desktop and is planning a strategic transition to Odoo ERP; this position will actively participate in data migration, validation, and system mapping. This is an excellent opportunity for a software-adept finance professional looking to expand their ERP implementation experience under direct CPA mentorship.

Key Responsibilities

Payroll Processing & Tax Compliance

• Payroll Execution: Manage, calculate, and execute end-to-end payroll cycles (wages, overtime, bonuses, and deductions) for all employees.
• Time Tracking: Collect and audit employee timesheets, resolve software sync discrepancies, and secure manager approvals.
• Tax Withholding & Deposits: Ensure accurate withholding of federal, state, and local taxes; coordinate and execute timely electronic tax deposits (e.g., IRS EFTPS).
• Regulatory Filings: Prepare and submit quarterly and annual payroll tax reports (including Forms 941, 940, and state unemployment returns).
• Year-End Reporting: Assist the Director of Accounting with year-end payroll reconciliation and the distribution of W-2 and 1099 forms.

System Migration & Data Integrity

• ERP Transition Support: Assist the Director of Accounting in cleaning, formatting, and migrating historical ledger and employee payroll data from QuickBooks to Odoo.
• Parallel Testing: Participate in parallel payroll runs across both systems during the transition phase to ensure calculation accuracy and zero disruption to staff.

General Accounting & Ledger Support

• Data Entry: Post and maintain daily financial transactions, journal entries, and adjustments within the accounting system.
• Accounts Payable & Receivable: Review, code, and process vendor invoices; track incoming customer payments and manage daily bank deposits.
• Account Reconciliation: Perform monthly bank and credit card reconciliations, identifying and resolving ledger variances under the CPA’s guidance.
• Audit Prep: Compile financial data and pull documentation to support month-end closing.

Requirements

Skills and Qualifications

• Experience: 2+ years of accounting or bookkeeping experience, with at least 1 year of direct payroll processing and payroll tax reporting experience.
• Software Proficiency: Strong foundational experience with QuickBooks is required. Prior exposure to Odoo or experience assisting with any major software/ERP data migration is a significant advantage. Strong intermediate Excel skills are required.
• Regulatory Knowledge: Solid understanding of basic accounting principles, payroll tax laws, wage-and-hour regulations, and withholding requirements.
• Adaptability & Tech Literacy: A proactive mindset regarding systems, capable of learning new software structures quickly and documenting new accounting workflows.

Education Requirements

Associate’s degree in Accounting, Finance, or Business Administration is preferred (or an equivalent combination of education and hands-on experience).

Benefits

Benefits

We value our team members and offer a competitive, comprehensive benefits package to support your health, financial well-being, and work-life balance:

• Medical Insurance: Comprehensive medical benefits plan with company contribution.
• Supplemental Health: Company-sponsored dental and vision packages.
• Life & Disability: Company-sponsored life insurance and long-term disability (LTD) protection.
• Retirement Plan: Company-matching retirement plan to support your long-term savings.
• Paid Time Off (PTO): Accrued paid vacation time and dedicated paid sick time.
• Paid Holidays: Paid time off for observed company holidays.
• Compensation $37,000 - $42,000