Accounts Payable and Payroll Specialist

ESSENTIAL POSITION FUNCTIONS

The incumbent is responsible for a range of functions in the areas of accounting and payroll. The accounting functions are performed according to established policies and procedures and as directed by the Controller. The payroll functions are completed in compliance with meticulous and stringent payroll confidentiality requirements. The incumbent is also required to comply with established Payroll and related HR policies and procedures.

Supports the mission of the Institute and serves on Institutional Committees as needed.

The incumbent is responsible for a wide range of Accounts Payable tasks, which include but are not limited to the following:

• Timely and accurate recording and payment of requisitions, invoices, purchase orders, travel authorizations, and other requests for payment.
• Verify budget availability for requisitions and other requests for payment.
• Verification of invoices and paperwork for accuracy, completeness, and adherence to IAIA policies and procedures.
• Maintain open and pending invoice files, and follow up on departmental approvals.
• Complete timely and accurate reconciliation of vendor accounts with vendor statements.
• Receive vendor invoices, audit and reconcile against Purchase Orders, data entry of Check Requisition s, and printing and distributing checks
• Ensure timely and accurate printing and distribution of purchase orders per IAIA policies and procedures.
• Provide vendors and IAIA personnel assistance with questions/inquiries related to purchase orders, requisitions, invoices, and accounts and budgets.
• Maintain all files and paperwork related to Accounts Payable responsibilities in an orderly fashion.
• Log incoming paperwork and receipt incoming checks and cash.

The incumbent is responsible for a wide range of Payroll tasks, which include but are not limited to the following:

• Ensure timely and accurate payment, recording, and delivery of all payroll and payroll-related expenditures, including tax with holdings, employee deductions, benefits, service charges, etc.
• Process, audit, monitor, administer, and complete bi-weekly payroll in a timely and accurate manner, which includes but is not limited to the following key tasks:
• Compile and audit bi-weekly payroll data such as work hours, vacation/sick time, leaves of absence, garnishment, insurance deductions, and 403(b) contributions.
• Ensure verification of supporting paperwork (including but not limited to employee time sheets) for completeness, accuracy, and compliance with policies and procedures.
• Process bi-weekly transfer of time and attendance data to Paylocity.
• Audit wages computed and correct errors to ensure accuracy of payroll.
• Timely and accurate auditing of paychecks and payroll reports/ledger.
• Issue and track the distribution of manual paychecks to employees as needed.
• May prepare and issue manual paychecks periodically.
• Prepare periodic reports of earnings, taxes, and deductions, including standard and ad-hoc payroll/time reports from HRIS/payroll software.
• Compile and produce annual payroll schedule and calendar.
• Respond to supervisor or employee inquiries about Payroll, time, and related earnings/deductions issues.
• Maintain all payroll-related files and paperwork in an orderly fashion.
• Assist with annual Museum Shop and Campus Bookstore inventory count.
• Serve as liaison between IAIA community and Financial Services.