Payroll & Disbursements Specialist

Tower East - 6th Fl
601 W 1st Ave
Spokane, WA 99201, USA

Supports the Payroll and Disbursements teams by performing a variety of administrative and processing functions. This role assists with disbursement activities including invoice and expense review, customer service, and clerical support, while also supporting multi-company, multi-state payroll processing. Ensures accurate and timely payroll calculations, payments, and reporting in compliance with federal and state regulations, with a strong focus on accuracy and attention to detail.

Essential Functions:

Payroll

• Processes under supervision, in a work team environment, aspects of the bi-weekly payroll processing cycle.
• Inputs approved salary and job changes, withholding changes, direct deposits, etc. Enters and maintains a variety of employee payroll deductions, benefits, leaves, etc.
• Complies with all applicable federal and state laws and regulations.
• Provides superior customer service to employees and department managers, resolving pay issues and fielding questions under general supervision and guidance.
• Performs or assists in the performance of benefit accounting functions, including paying and reconciling monthly bills from vendors, and balancing monthly reports with the general ledger.
• Assists other Division team members with special projects or tasks as requested.
• Organizes and archives records and documents.
• Review and evaluate incoming payment requests received via email.
• Enter incoming invoices into the AP system for approval and processing.
• Perform initial review and approval of invoices in preparation for weekly payment runs.
• Verify and execute GL account and cost center allocations for all approved disbursements.
• Process recurring monthly payments, including rent, janitorial services, and lease obligations.

Employee & Corporate Card Expense Management

• Conduct daily review of employee corporate card expenses to ensure proper GL categorization and manager approval.
• Manage past-due corporate credit card charges in accordance with WTB policies.
• Process deposits for employee expense advances and reimbursements.

Customer Service & Support

• Provide timely and professional support via email and phone to internal and external customers.
• Research and respond to inquiries related to disbursements and payments.

Review & Compliance

• Review vendor invoices for accuracy, proper approvals, use tax, and required supporting documentation.
• Review check requests, reimbursements, and corporate credit card submissions for approval and substantiation.
• Perform compliance and risk management duties as assigned.

Payment & Deposit Processing

• Record incoming payments and deposits.
• Process restitution payments, including tracking and recording.
• Assist with ACH and direct deposit payment processing.
• Assist with printing and distributing expense checks.

Administrative & Operational Support

• Perform disbursements-related mail duties, including daily intake and distribution to Accounting and Finance teams.
• Maintain and update DDA and ACH information for internal and external customers.
• Assist in obtaining, maintaining, and monitoring approval authority documentation for the corporate group.

Qualifications:

• Requires high school diploma or equivalent, some college preferred.
• Strong detail orientation with a high level of organizational skills and the ability to multi-task, managing interruptions while working on multiple projects.
• Ability to prioritize assignments under supervision and handle multiple priorities while maintaining a high level of service in a deadline driven environment.
• Strong PC skills, including knowledge of spreadsheet and database applications including the Microsoft Office suite of products.
• Working knowledge of or experience with disbursements function including the payment of invoices and employee reimbursements.
• Working knowledge of basic financial accounting and bookkeeping as gained through work experience or college-level course work.
• Demonstrated ability to prioritize and multi-task with a high-level of attention to detail.
• Excellent written and verbal communication and interpersonal skills.
• Working knowledge of application system balancing as it affects accounting…