Payroll & AP Coordinator

Overview
Join our dynamic team as a Payroll & AP Coordinator, responsible for a variety of tasks related to payroll, benefits, accounts payable, and file maintenance. You will ensure payroll is processed on time, accurately, and in accordance with all federal, state, and local regulations. You'll also assists with the coordination of benefit related tasks, including enrollments, plan changes, COBRA coverage, benefits billing, 401(k) administration, and answering employee benefit related questions. Finally, you will be responsible for entering and processing accounts payable invoices and payments, and ensuring a positive relationship with our vendors.

Responsibilities

Payroll

• Reviews time cards in timekeeping software for accuracy, and follows up with appropriate managers on questionable timecard records and missing approvals.
• Exports time card file from timekeeping software, and makes necessary edits to prepare the file for import.
• Imports or enters time cards in accounting software, reviews time cards for accuracy, and makes changes as needed.
• Reviews payroll calculations, additions, and deductions for accuracy, including wages, taxes, garnishments, benefits, and other items.
• Prepares various payroll and time card reports from timekeeping and accounting software.
• Assists with quarter end and year end processing.
• Ensures compliance with federal, state, and local laws and best practices.

Benefits

• Tracks benefits eligibility status for new employees.
• Prepares new benefits packets for newly eligible employees, and obtains signed enrollment or waiver forms in a timely fashion.
• Processes enrollments, terminations, and plan changes with carriers and retirement plan.
• Reviews monthly benefits billing for accuracy, and codes with appropriate expense accounts.
• Tracks employee benefit costs and status in accounting software.
• Prepares and sends COBRA notices and forms to terminated employees.
• Processes COBRA enrollments and premium payments.
• Performs data entry and reconciliation to prepare weekly 401(k) payments and accruals.
• Assists with annual open enrollment process.
• Assists with annual 401(k) all staff educational meetings.

Accounts Payable

• Matches backup documents to corresponding Accounts Payable invoices.
• Routes Accounts Payable invoices to appropriate parties for approval.
• Enters Accounts Payable invoices for review.
• Prepares and mails weekly Accounts Payable checks.
• Reconciles monthly credit card statements and enters for payment.
• Reviews monthly vendor statements to ensure all invoices have been received.
• Ensures

Personnel File Management

• Reviews new hire paperwork to ensure all documents are received and completed.
• Enters new hires into accounting and timekeeping software, and various tracking spreadsheets.
• Reviews and processes payroll changes such as pay rates, addresses, deductions, and tax status.
• Coordinates company drug screen and driving record continuous monitoring programs.
• Maintains employee files and commercial driver files.
• Performs other duties as assigned.

Administrative

• Assists with answering phones and greeting guests in the office.
• Responds to employee and vendor inquiries.
• Files documents and backup paperwork appropriately.
• Performs general office tasks such as composing letters and emails, sending faxes, and maintaining files.
• Works with managers to implement and improve efficient internal processes, procedures, and controls.
• Supports the office staff by serving as a backup for other tasks.
• Supports managers and office staff with other duties as assigned.

Requirements

Required Education and Experience

• Proficiency in Microsoft Office suite of software, particularly Excel and PivotTables
• 1-3 years payroll experience, or any other similar combination of education and experience that provides a functional knowledge of payroll processes
• 1-3 years accounts payable experience, or any other similar combination of education and experience that provides a functional knowledge of accounts payable processes
• Typing and 10-key skills
• Attention to detail, and the ability to multitask effectively
• Ability to adapt to change and growth in a rapidly changing environment
• Experience in an office environment using general equipment such as computers, printers, and copiers

Preferred Education and Experience

• Working knowledge of prevailing wage and Davis-Bacon payroll requirements
• Working knowledge of benefits administration and COBRA requirements

Pay: $28.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance

Experience:

• Accounts payable: 1 year (Required)
• Payroll: 1 year (Required)
• Benefits administration: 1 year (Preferred)
• Microsoft Excel: 1 year (Required)

Work Location: In person