Payroll and Accounting Specialist

Job Description

Job Description

The Payroll and Accounting Specialist  supports Finance and Accounting operations through accurate and timely payroll processing, employee expense report administration, inventory reconciliation and device tracking, and general administrative support. This position works closely with Finance, Human Resources, Customer Support, and other cross-functional teams to ensure transactions are properly recorded, issues are resolved promptly, and established policies and procedures are followed. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable handling confidential information while managing multiple recurring deadlines.

Key Responsibilities 

• Payroll Processing
  • Payroll Processing: Process biweekly payroll for hourly, salaried, and part-time employees accurately and on schedule.
  • Payroll Review: Review and validate timesheets, regular and overtime earnings, deductions, commissions, bonuses, leaves, and other pay-related adjustments.
  • Payroll Accuracy: Ensure wages, overtime, paid leave, and other payroll adjustments are calculated and recorded accurately.
  • HR Coordination: Work closely with Human Resources to review payroll reports, resolve discrepancies, and confirm payroll data before final processing.

• Expense Reporting
  • Expense Report Review: Review employee-submitted expense reports for policy compliance, accuracy, completeness, and appropriate business purpose.
  • Documentation & Compliance: Audit expenses for receipts, business justification, and adherence to the company travel and expense policy.
  • Exception Resolution: Identify out-of-policy, duplicate, or incomplete expenses and work with employees to resolve discrepancies promptly.
  • Month-End Support: Monitor expense report submission and approval activity to support timely reimbursement and month-end accounting close.
  • Exception Reporting: Generate and review exception reports to identify recurring policy violations, duplicate activity, or potential misuse.

• Inventory
  • Device Recovery Support: Provide Customer Support with current reports identifying overdue devices requiring return. Maintain and update device recovery tracking lists weekly and initiate invoicing for unreturned devices during each billing cycle.
  • Device Swaps: Track device swap activity and support accurate recording of replacement devices and returned units. Research discrepancies and coordinate with Customer Support and Operations as needed.
  • Inventory Reconciliation: Reconcile inventory transactions and balances between Fishbowl and QuickBooks, investigate variances, and coordinate necessary corrections to maintain accurate inventory records.
  • Reporting & Documentation: Maintain supporting schedules and documentation for inventory-related activity and provide timely information to Finance and operational teams.

• Additional Office Administrative Tasks
  • Administrative & Operational Support: Take on additional administrative and operational responsibilities as business needs evolve, supporting cross-functional initiatives as capacity and priorities allow.
  • Finance Team Support: Provide general support to the Finance and Accounting team, including day-to-day activities, recurring reporting, special projects, and other duties as assigned.

This is an onsite position at our Arden Hills, MN facility.