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The Odyssey Preparatory Academy

Accounts Payable/Payroll Specialist

Buckeye, Arizona•Full-time
up to $45,000 annually
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About the Job
POSITION TITLE: Payroll and Accounts Payable Specialist
FLSA: Non-Exempt
REPORTS TO: Finance Director
TERMS OF EMPLOYMENT: 12 Month Employment, Benefits

JOB SUMMARY:
The Odyssey Preparatory Academy is seeking a Payroll and Accounts Payable Specialist to facilitate two current part-time positions into one, well-rounded, vital addition to our team. Our ideal candidate will have strong customer service skills, be collaborative, inquisitive, a problem solver, and be a positive addition.

JOB RESPONSIBILITIES:
Payroll Specialist:
  • Responsible for full-cycle processing (bi-weekly) utilizing ADP Payroll.
  • Examine payroll data reports and review the downloaded information for completeness.
  • Excellent communication skills to interact and effectively exchange critical data with HR personnel.
  • Collect and maintain payroll data such as garnishments, PTO, and benefit deductions.
  • Reconcile monthly Balance Sheet liability and Income Statement payroll expense tax accounts.
  • Reconcile quarterly 941 and annual 940 against ADP data.
  • Process annual W2 and W3.
  • Assist with quarterly and year-end processes.
  • Participate in system upgrades and assist with any testing required.
  • Compile internal management reports from payroll system software as requested.
  • Perform other payroll related duties or projects as assigned.
  • Actively answer questions and follow up on details regarding employee changes and standings with our HR team.
  • Provide support to HR department regarding ADP employee files and related documents.
  • Effectively use open communication skills to interact and exchange critical data with HR personnel.
  • Use professional communication skills to email and speak to employees regarding pay questions.
  • Periodically evaluate the job procedures at a high level to maintain the workflow/process in the most efficient and effective way possible.
  • Maintain confidential communication with staff and community members regarding sensitive information.

Accounts Payable Specialist:
  • Execute full-cycle accounts payable process, enter vendor invoices, expense reports, check requests, and other accounts payable transactions into the accounts payable application in a timely manner.
  • Process weekly disbursements (checks and ACH).
  • Match documents for payment, and ensure correct general ledger coding.
  • Utilize excellent customer service skills to communicate effectively with company personnel and/or vendors regarding payment approval, to research and resolve questions, discrepancies and issues.
  • Manage vendor W9 data.
  • Prepare, review and send 1099M and 1099NEC annually.
  • Reconcile vendor statements, research, and resolve issues with vendors.
  • Receive, stamp, sort and prioritize incoming accounts payable mail on a daily basis.
  • Prepare checks and remittance documentation for mailing and distribution.
  • Maintain and create documentation files for payable activities.
  • Facilitate internal and external audits as needed.
  • Sort, log, scan, and file invoices, checks, and other documents.
  • Complete special projects on an as-needed basis.
  • Knowledge of month-end accrual process.
  • Experience with QuickBooks Online accounting software and Bill.com (preferred but not required).

General Knowledge of:
  • Accounts Payable (3-way match).
  • Accounts Payable month-end accruals.
  • General Ledger accounts (general understanding of expense coding).

Knowledge/Skill Set:
  • ADP (required) 1 – 2 years.
  • Excel (intermediate level).
  • General Leger accounts (general understanding on expense coding).
  • Open to learn new skills.
  • Attention to detail.
  • Enthusiastic attitude.
  • Maintain confidential communication.
  • Knowledge of payroll laws and regulations.
  • Excel - intermediate knowledge (pivot tables, v-lookup, preferred but not required).
  • Ability to work unsupervised.
  • Critical thinking skills.
  • Open to learning new skills.
  • Can do/enthusiastic attitude.

Job Information/Benefits:
  • Associates, Bachelors or equivalent job experience.
  • Flexible remote/in person split outside of payroll dates.
  • Health insurance, 10 days sick/pto.
  • Year-round schedule.

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