Job Details

JOB DESCRIPTION

Job Title:

Accounts Payable and Payroll Specialist

Classification:

Non-exempt

Salary Grade:

Associate Staff - $43,715 - $53,764 (37.50-hour work week)

Reports To:

Staff Accountant

Last Updated:

February 2023

Apply at:

https://www.oregoned.org/contact/employment

JOB SUMMARY:

The Accounts Payable and Payroll Specialist performs accounting and bookkeeping functions for payroll, disbursement coding, payables, and reports. The position requires experience, as well as up-to-date knowledge and skills, in accounting and accounting-related computer programs to advance the work of the Center for Business & Finance. The person in this position is responsible for processing bi-weekly payroll, monthly payroll, and weekly check runs for accounts payable. The ideal candidate will be deeply committed to our mission, thrive on finding ways to overcome challenges, and enjoy working in an organization focused on elevating educator voices to win policies that improve working and learning conditions for educators and students.

ESSENTIAL JOB FUNCTIONS:

• Support and advance the OEA mission, vision, and values.
• Contribute to, support, and actively engage in the organization’s commitment to create and maintain a diverse, equitable, and inclusive workplace. Participate in activities, trainings, and/or workgroups to support OEA’s commitment in this important mission.
• Process biweekly as well as a monthly payroll.
• Maintain and process OEA payroll records for 100+ employees. Prepare data for external on-line payroll service (ADP Workforce Now). Review and verify all payroll tax reports, including year-end W-2’s.
• Process timecards, review for accuracy and approvals. Track and ensure accuracy of leave, adjusted time, and grant/project work. Coordinate with Human Resources and supervisors to support timely and accurate submission of timecards.
• Maintain all payroll-related files.
• Identify inconsistencies and reconcile payroll accounts to minimize month-end and year-end adjustments.
• Act as organization liaison to ADP and various agencies to ensure federal, state, and local tax compliance.
• Maintain AP vendor files and documentation.
• Verify or assign, as well as ensure the accuracy of, account codes and cost centers assigned to vendor bills and check requests. Resolve variances with the responsible staff/managers.
• Reconcile vendor statements, research, and correct discrepancies.
• Process full cycle Accounts Payables for weekly check run, including entering, reviewing, GL coding, and prioritizing payments according to cash discount potential and payment terms.
• Act as first point of contact for incoming vendor communication.
• Assist Staff Accountant with required agency filings to include but not limited to state 1099, federal 1099, state unclaimed property.
• Assist Staff Accountant with annual financial and payroll audit requests.
• Process cash and miscellaneous checks for deposit.

• Prepare and enter monthly, regular and adjusting journal entries into the accounting system.

• Provide accounting support for special projects as directed.
• Provide back up as directed to Staff Accountant and other positions in the department.
• Other duties as assigned by the Staff Accountant or their designee.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to maintain confidential information.
• Effectively and consistently communicate both verbally and in writing with managers and co-workers.
• Efficiently and accurately perform alphanumeric data entry as well as 10-key by touch.
• Demonstrated experience in meeting established deadlines.
• Ability to work accurately with detailed accounting information.
• Ability to effectively multi-task.
• Ability to respond in a flexible manner to the needs of the department.
• Ability to help and work with many different individuals. Willingness to display a helpful attitude toward members/staff.
• Ability to work effectively under pressure and to deal with stress in a professional manner.
• Honesty and truthfulness in dealing with all matters on the job.
• Experience in the use of copy machines, fax, phone, and other basic office equipment.
• Ability to think and work independently with minimal supervision and as a team player.
• Ability to take initiative in finding ways to complete projects and improve processes.

QUALIFICATIONS:

EDUCATION

Associate Degree in Accounting with at least three years of prior experience in accounting or bookkeeping.

EXPERIENCE

• Experience must include automated payroll preparation for organizations of 50+ employees.
• Experience and proficiency with current on-line payroll system (ADP Workforce Now) is required.
• Experience in accounts payable required.
• Computer literacy required. Proficient with Microsoft Office Professional (Word, Excel, Access) in the Microsoft Windows 10 environment (e.g., Office 365), database programs, and with file management. Ability to learn other software programs.
• General knowledge of cash receipts, general ledger and subsidiary ledger posting and balancing, journal entry preparation and posting, account analysis and reconciliation is preferred.
• Experience with QuickBooks Enterprise is strongly preferred.

OTHER INFORMATION

SUPERVISORY

• The employee works under the direct supervision of the Staff Accountant or their designee and is expected to operate with relative independence.

WORK ENVIRONMENT

• This position is based at the OEA Headquarters office.
• Access to reliable transportation if travel is necessary.
• This position is expected to stand, sit, and bend in order to perform routine office functions.
• This position is expected to lift five pounds (5lbs.) to ten pounds (10 lbs.)

REASONABLE ACCOMMODATION

The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment, the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions, please contact Human Resources at jobs@oregoned.org.