Accounts Payable & Payroll Specialist

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Job description

Job Type Full-time

The Accounts Payable & Payroll Specialist processes all the components of weekly accounts payable, including purchase order processing and accounting, semi-monthly payroll, cash receipts and accounts receivable as needed, and provides accounting assistance for all other functions of the department.

Accounts Payable and Purchase Orders:

• Act as primary Accounts Payable contact for vendors, management and project managers.
• Maintain vendor records in the accounting system, including W-9's and new vendors.
• Track receipt of goods and services against purchase orders.
• Reconcile invoices to purchase orders and packing slips, and process check requests and invoices.
• Prepare and mail payments.
• Provide monthly accounts payable reports (i.e. AP aging, accrued expenses reconciliation, open PO listings, etc.) and other information needed for SEC filings or for analysis of company expenses.
• Prepare annual 1099's.

Payroll:

• Process semi-monthly payroll for approximately 100 employees.
• Maintain employee timesheets and payroll records.
• Maintain all payroll files.
• Process 401(k) contributions.
• Prepare, reconcile and distribute recurring payroll reports such as vacation and insurance accruals.
• Prepare journal entries for payroll for posting of required transactions to the general ledger.
• Act as liaison to the payroll provider in maintaining software updates for payroll and tax reporting.
• Support annual W-2 process.

Accounts Receivable

• Record accounts receivable transactions into the accounting system for collaboration agreements.
• Process incoming cash receipts against the receivables.

General

• Development and maintain a thorough understanding of the policies and procedures guiding the work of the Accounts Payable & Payroll Specialist position, as well as the overall Finance & Accounting Department.
• Participate in cross training in anticipation of performing one or more of the other accounting functions not in the primary areas of responsibility of the Accounting & Payroll Specialist position.
• Support SOX 404 compliance process.
• Prepare journal entries and reconciliations for various month-end close processes.

Requirements

Education & Experience

• AA degree in Accounting or Business and 2+years of accounting/ bookkeeping and payroll processing experience, preferably in a Biotech environment.

Knowledge and Competencies

• Understanding of GAAP.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Experience in QuickBooks preferred.
• Demonstrated strong critical thinking and analytical skills with the ability to synthesize complex or diverse information from data, polices, procedures and/or regulations.
• Team player able to organize multiple tasks of varying priorities and meet critical deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills and the ability to interface with various levels of co-workers, upper management, and external customers while maintaining a high degree of confidentiality.
• Detail oriented with high degree of accuracy.
• Strong contributor in a team environment.
• Ability to prioritize and plan work activities to successfully meet tight deadlines.
• Ability to adapt and work in a quickly changing environment, managing competing demands, and changing approaches or methods to best fit the situation.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus in order to read.

Work Environment

• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job, typically in an open office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.