Accounts Payable and Payroll Specialist

Job Description

Job Description

Position Summary

The Accounts Payable & Payroll Specialist is responsible for processing company accounts payable and assisting with the accurate and timely processing of payroll. This position reviews invoices, obtains proper approvals, processes payments, maintains vendor records, assists with employee timekeeping and payroll processing, and maintains accurate financial and payroll records.

The position works closely with Accounting, Human Resources, managers, supervisors, employees, and vendors to resolve payment, timekeeping, and payroll issues.

Essential Duties and Responsibilities

Accounts Payable

• Receive, review, code, and process vendor invoices.
• Verify invoices for accuracy, proper approval, and supporting documentation.
• Match invoices to purchase orders, receiving documents, and other supporting records when applicable.
• Enter invoices into the accounting system accurately and timely.
• Prepare and process vendor payments.
• Maintain accurate vendor information and records.
• Research and resolve invoice discrepancies and vendor questions.
• Review vendor statements and identify missing or outstanding invoices.
• Assist with credit card and expense report processing and reconciliation.
• Maintain required W-9 and vendor documentation.
• Assist with year-end 1099 reporting.
• Maintain organized electronic and/or paper AP records.
• Assist with month-end accounts payable reporting and reconciliation.

Payroll

• Assist with processing weekly payroll accurately and on time.
• Review employee timecards for completeness and proper approval.
• Identify missing punches, incorrect hours, and other timekeeping issues and work with supervisors to obtain corrections.
• Enter or verify regular hours, overtime, PTO, bonuses, reimbursements, deductions, and other payroll information.
• Assist with prevailing wage and Davis-Bacon payroll requirements when applicable.
• Assist with reviewing payroll reports before payroll is finalized.
• Respond to routine employee questions regarding paychecks, hours, deductions, and payroll records.
• Coordinate with Human Resources regarding new hires, terminations, pay changes, deductions, and other employee changes affecting payroll.
• Maintain confidential payroll information and records.
• Assist with payroll reporting, reconciliations, and year-end payroll activities.

General

• Maintain accurate and confidential financial and employee information.
• Follow established accounting controls and company procedures.
• Assist with audits and provide supporting documentation as requested.
• Identify discrepancies and bring concerns to management.
• Work cooperatively with Accounting, HR, Purchasing, Operations, and other departments.
• Perform other related duties as assigned.

Job Requirements

• High school diploma or equivalent required; accounting or business coursework preferred.
• 2-3 years of accounts payable, payroll, or related accounting experience preferred.
• Experience processing accounts payable in a construction or manufacturing environment preferred.
• Payroll processing experience preferred.
• Strong attention to detail and accuracy.
• Basic understanding of payroll, overtime, and timekeeping practices.
• Experience with Davis-Bacon or prevailing wage payroll is a plus.
• Proficient with Microsoft Excel, email, and accounting/payroll systems.
• Ability to organize and prioritize work to meet weekly payroll and payment deadlines.
• Ability to research and resolve discrepancies.
• Good communication and customer service skills.
• Ability to maintain confidentiality of payroll, employee, and financial information.
• Dependable and able to work independently.

Physical Requirements

• Primarily office-based position.
• Regular use of a computer, keyboard, and telephone.
• Ability to sit for extended periods.
• Occasionally lift and carry files, boxes, or office materials weighing up to 25 pounds.