Accounts Payable-Payroll Specialist

SUMMARY: The Accounts Payable (AP) and Payroll Specialist is responsible for supporting the accurate and timely processing of accounts payable and payroll for the organization. This position requires strong bookkeeping and organizational skills, attention to detail, discretion when handling confidential employee and financial information, and the ability to meet established deadlines. The ideal candidate is dependable, organized, able to work independently and collaboratively, and committed to accuracy, open communication, and continuous learning. Experience with Sage 100, payroll systems, Microsoft Excel, and Word is preferred.

ESSENTIAL RESPONSIBILITIES: Accounts Payable

• Review invoices, statements, reimbursements, and other payment requests for accuracy and completeness.
• Verify department and management approval prior to payment.
• Apply appropriate general ledger and accounting codes.
• Enter and post approved invoices and bills into the accounting system.
• Prepare accounts payable checks and electronic payments for appropriate review and approval.
• Maintain accurate vendor records and supporting documentation.
• Reconcile accounts payable records and vendor statements and research discrepancies.
• Assist with annual vendor reporting, including collection of W-9s and preparation of 1099 information.
• Maintain organized accounts payable files in accordance with organizational record-retention practices.
• Support appropriate internal controls and separation of financial duties. Payroll
• Process payroll accurately and according to established payroll schedules.
• Utilize ADP to Review employee timekeeping records for completeness and required approvals for both employees and clients.
• Enter and verify payroll information in ADP, including hours worked, paid time off, deductions, reimbursements, and other authorized adjustments.
• Maintain accurate payroll records and employee payroll information.
• Process payroll changes based on properly authorized documentation.
• Assist with payroll deductions, benefits deductions, garnishments, and other required withholdings.
• Review payroll reports and reconcile payroll-related accounts.
• Assist with payroll tax reporting and year-end processes, including W-2 preparation and reconciliation.
• Work with supervisors and employees to research and resolve payroll discrepancies.
• Support compliance with applicable federal and California wage-and-hour, payroll, and recordkeeping requirements.
• Maintain confidentiality of employee compensation, payroll, banking, and other sensitive information. General Finance & Administration
• Assist with month-end and year-end financial processes as assigned.
• Assist with annual financial audits and provide requested accounts payable and payroll documentation.. Support compliance with applicable governance and support in the completion of auditing reports (i.e. HUD, CCL, Grants, Municipalities, etc.).
• Maintain complete and accurate financial records.
• Follow established accounting procedures and internal controls.
• Communicate professionally with employees, managers, vendors, and outside partners.
• Identify discrepancies or concerns and promptly communicate them to the Director of Finance.
• Provide backup support to other Finance and Administration functions as needed.. Support the Admin and Finance Office with identifying/ordering supplies and support general customer service
• Perform other duties as assigned.

EDUCATION/QUALIFICATIONS: Associate's or bachelor's degree in accounting, finance, business administration, or a related field required. Previous accounts payable, payroll, bookkeeping, or accounting experience strongly preferred. Experience working in a nonprofit or human services organization, specifically supporting services for individuals with intellectual and developmental disabilities is preferred. Experience with Sage 100 or similar accounting software preferred. Experience with ADP or similar payroll and timekeeping systems preferred. Proficiency with Microsoft Excel, Word, and other standard office technology. Familiarity with California payroll and wage-and-hour requirements preferred. Strong attention to detail and commitment to accuracy. Excellent organizational, time-management, and problem-solving skills. Ability to prioritize responsibilities and consistently meet payroll and payment deadlines. Ability to communicate clearly and professionally with employees, supervisors, vendors, and other stakeholders. Ability to maintain strict confidentiality regarding employee and organizational financial information. Dependable, reliable, flexible, and willing to learn new systems and processes. Must successfully complete required background clearances applicable to the position. PHYSICAL FUNCTIONS: Ability to remain seated and work at a computer for extended periods. Ability to stand and walk as needed throughout the workday. Ability to operate standard office equipment. Ability to occasionally lift and/or move up to 20 pounds, with assistance as appropriate.

LICENSING REQUIREMENTS: Successfully complete required California Department of Justice and FBI background clearances. Complete any health screening or other requirements applicable to employees working within Kainos programs or facilities. If driving is an assigned function of the position, maintain a valid California driver's license, acceptable driving record, and authorization to drive Kainos vehicles. Maintain all required training and certifications applicable to the position.