Payroll and Accounting Specialist

Overview

The Accounting and Payroll Assistant position is a full-time position and reports to the Vice President of Finance. Responsibilities in this position include assisting in the day-to-day maintenance and management of the Agency’s accounting and payroll systems.

Essential Functions

Accounting

• Support in completing accurate ledgers.
• Work with Staff Accountant to ensure financial records are maintained in compliance with GAAP.
• Perform reconciliation of bank accounts and general ledger accounts.
• Enter credit card transactions and perform credit card reconciliation.
• Generate monthly transaction reports for invoicing and drawdowns.
• Assist in prepare bank deposit tickets.
• Assist in creating accurate and timely monthly, quarterly, and annual financial reports.
• Help prepare ad hoc financial reports as may be required.
• Support the processing of accounts payable, reimbursements and other payments.
• Other accounting support as needed.

Payroll

• Review timesheets daily and work with staff to correct any discrepancies.
• Timekeeping and time & effort report training and onboarding.
• Ensure accuracy of timekeeping and time & effort reports for accurate and timely biweekly payroll processing.
• Enter payroll journal entries into Quickbooks.
• Exercise discretion and maintain confidentiality of all Agency partner information, personnel/payroll information, and other information as deemed appropriate.

Administrative

• Respond to all vendor inquiries.
• Assist with audits as needed.
• May act as liaison with employees in reviewing finance, payroll and accounting requirements.
• Supports Vice President of Finance with various agency business including scheduling, meetings, events and other tasks as assigned.

Community Outreach

• Provide support for agency programs and activities on an as needed basis.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

Supervisory Requirements

· The position reports directly to the Vice President of Finance and has no supervisory functions.

Educational Requirements

· Preferred: AA or higher Degree from an accredited college or university with some background in business or accounting or a combination of education and experience equal to an associate.

Experience

· Preferred:2-3 years of progressive experience in accounting, preferably in a non-profit environment.

· Preferred: 1-2 years in payroll.

Licenses and Certifications

· A Valid California Driver’s License is required

· Must Maintain active auto insurance

· Proof of vaccination, or religious or medical exemption

Additional Qualifications

To perform this job successfully, an individual should have the following general knowledge:

• Proficiency in Microsoft Office applications
• Proficient in QuickBooks for Nonprofits
• Knowledge of GAAP
• Knowledge of payroll laws and regulations
• Must have excellent judgement, problem-solving skills, and strong communication skills

Knowledge Requirements

To perform the job successfully an individual should demonstrate the following competencies:

· Achievement/Results Orientation – Achieving efficient, timely, quality results by directing efforts on expected outcomes while providing exemplary client service within expected timeframes.

· Client Service – Anticipating and responding to needs and demands of clients (both internal and external).

· Communication – Using language as a flexible tool to share and collect information, exchanging ideas and openly exploring a variety of perspectives adjusting style and content to each unique individual, audience and circumstance.

· Computer Use – Using computers and other forms of technology.

· Document Use – Finding, understanding or entering information (e.g. text, symbols, numbers) in various types of documents, such as tables or forms.

· Numeracy – Using numbers and thinking in quantitative terms to complete tasks.

· Interpersonal Relations – Establishing and maintaining harmonious professional relations by demonstrating respect for and sensitivity to others.

· Relationship/Network Building – Building and maintaining effective and constructive working relationships, partnerships or networks of contacts with people who are, or might someday be, instrumental in achieving work-related goals.

· Teamwork/Cooperation- Readily sharing information, knowledge and personal strengths. Seeking to understand and building on differing perspectives of others to enhance team efficiency and quality outcomes.

· Time Management – Scopes out length and difficulty of tasks and projects; able to shift priorities and multi-task on various projects; develops strategies to achieve department goals, estimates time and resources

· Values and Ethics – Serving the Company with integrity and respect in personal and organizational practices. Includes respecting democratic, professional, ethical and people values. Building respectful, bilingual, diverse and inclusive workplaces. Ensuring decisions and transactions are transparent and fair. Holding themselves, their employee and their department accountable for their actions.

QUALIFICATIONS

To perform this job successfully, an individual must be able to adequately perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Language Skills – Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

· Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

· Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

· Physical Demands – While performing the duties of this job, the employee is frequently required to sit; stand, and walk and use their hands to complete various tasks. The employee is occasionally required to react quickly with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include distance vision, peripheral vision, depth perception and ability to adjust focus.

· Work Environment – While performing the duties of this job, the employee is infrequently exposed to extreme outside weather conditions. The employee is infrequently exposed to wet and/or humid conditions. On occasion the employee could be exposed to fumes or airborne particles. The noise level in the work environment is usually moderate as found in an office environment.