Job Description

POSITION SUMMARY

The Accounting & Payroll Associate supports the finance department by performing daily accounting operations, maintaining accurate records, and assisting with reporting functions. This role handles accounts payable, accounts receivable, payroll processing, and general accounting tasks while ensuring compliance with company policies and procedures.

JOB DUTIES

Accounts Payable

• Process and enter A/P invoices, ensuring accuracy and timeliness, performing three-way matching on purchase orders (POs) and coding non-PO transactions.
• Prepare AP aging reports, select invoices for payment, print checks, and process ACH payments.
• Maintain vendor records, including the setup of new vendors and updates to existing accounts.
• Lead the annual 1099 reporting process ensuring accurate and timely reporting in accordance with government regulations.

Accounts Receivable/Cash Management

• Oversee accounts receivable processes, including cash application, aging analysis, collections and customer short pay and dispute resolution.
• Reconcile bank activity and generate cash detail reports on a daily basis.
• Prepare and process bank deposits for checks, cash, and petty cash.
• Generate cash flow forecasts.

Payroll Administration

• Process accurate and timely payroll for a single-state workforce, including union and non-union employees.
• Maintain and update employee payroll records (e.g., withholdings, deductions, garnishments, wage changes) in partnership with Human Resources.
• Ensure compliance with federal, state, and local regulations (FLSA, FICA, FUTA, IRC, ERISA, FMLA, CCPA, ACA, SUI, state disability, etc.).
• Prepare and submit union contributions, tax filings, and required reports.
• Manage the Time & Attendance system; verify and approve timecards for accuracy of hours, overtime, PTO, FMLA, workers’ compensation, and other leaves.
• Collaborate with HR, Finance, and IT to maintain accurate employee data and system integrity across ADP Payroll/HRIS and related platforms.
• Generate, reconcile, and submit payroll reports and journal entries; support audits as needed.
• Respond to employee, union, and management payroll inquiries, ensuring timely and clear communication.
• Administer and distribute year-end payroll documents (W-2, 1095-C).
• Stay current with payroll laws, regulations, and company policies; recommend process improvements.
• Participate in department and cross-functional initiatives to support organizational goals.

General Ledger

• Reconcile general ledger accounts as assigned and assist with monthly close activities.
• Prepare financial statements and assist with audit/tax requests.
• Provide ad hoc reporting and analysis as needed
• Support special projects and initiatives across accounting

Other Responsibilities

• Provide back-up support for Executive Administrative Assistant as needed (answering phones, distributing mail, assisting visitors).
• Actively participate in physical inventory counts.

MINIMUM QUALIFICATIONS & EXPERIENCE REQUIRED

• 3–5 years of accounting or bookkeeping experience.
• Minimum of 3 years’ experience within Payroll Administration or similar role.
• Strong attention to detail with excellent organizational, multitasking, and time management skills; ability to prioritize effectively.
• High level of discretion and ability to handle sensitive/confidential information.
• Excellent verbal, written, and interpersonal communication skills
• Proficient in Microsoft 365 applications, including Excel, Word, and Outlook.
• Experience with ADP payroll systems including ADP reporting.
• Flexibility to work overtime and weekends if required
• US Citizen required

PREFERRED EXPERIENCE

• Bachelor’s degree in Accounting, Finance, Business Administration or a related field preferred.
• Experience with union payroll processing.

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