Job Description

Payroll & Accounting Specialist

We are seeking a detail-oriented and dependable Payroll & Accounting Specialist to support our Finance and Human Resources teams. This role is responsible for processing biweekly payroll, maintaining payroll and benefits records, preparing reports, and ensuring compliance with all applicable policies and regulations. The ideal candidate is organized, accurate, and able to work independently while collaborating effectively with internal teams.

Key Responsibilities

Payroll Processing & Compliance

• Review and validate employee timesheets for accuracy and policy compliance
• Communicate with employees and supervisors regarding missing punches or timesheet discrepancies
• Process biweekly payroll, including hours verification, expense reimbursements, and adjustments
• Reconcile payroll totals to ACH reports for review by the Chief Financial Officer
• Maintain payroll direct deposit records

Benefits & Deductions

• Prepare and submit biweekly employer and employee retirement contributions
• Submit biweekly Health Savings Account (HSA) deductions for deposit
• Maintain and reconcile payroll deductions, including benefits and garnishments
• Coordinate with the Benefits Administrator to resolve billing or coverage discrepancies
• Prepare annual census reports for the 401(k) plan and distribute required participant reports

Reporting & Reconciliation

• Prepare payroll tax filings, including Form 941, State Employer Returns, and SUTA
• Reconcile general ledger accounts for payroll-related deductions on a quarterly basis
• Prepare monthly and quarterly productivity bonus calculations for CFO review
• Serve as primary contact for annual W-2 preparation and related tax filings

Collaboration & Support

• Coordinate with Human Resources on new hires, terminations, and FMLA to ensure accurate setup and deductions
• Assist with benefit enrollment follow-up to ensure timely coverage and payroll deductions
• Serve as backup for daily receipt processing and bank deposits
• Assist the Director of Finance and CFO with reports and correspondence as needed
• Uphold and enforce the organizations Core Principles and Code of Conduct
• Perform other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of basic bookkeeping practices and procedures
• Proficiency with office productivity software (e.g., spreadsheets, word processing)
• Experience working with general ledger, trial balance, and financial statements
• Strong mathematical skills with a high level of accuracy
• Fast and accurate data entry skills
• Excellent time management and organizational abilities
• Ability to work independently and manage multiple priorities
• Strong interpersonal skills with the ability to build effective working relationships
• Ability to sit, stand, bend, lift, and move intermittently throughout the workday

Qualifications & Education

• High school diploma or GED required
• Undergraduate coursework in business, accounting, or a related field preferred, or an equivalent combination of education and experience
• Valid drivers license required

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