Accounting & Payroll Specialist

Job Title

This role works closely with the Controller to support company-wide financial and operational success. Primary responsibilities include payroll processing, balance sheet reconciliations, and regulatory compliance. The ideal candidate is a strong communicator, highly organized multitasker, and detail-oriented accounting professional. This position also supports fixed assets, computer inventory tracking, and ensures compliance with all applicable state and federal regulations.

Key Objectives

• Accurately process, manage, and maintain bi-monthly payroll for 300+ multi-state employees, including coordination with payroll vendors.
• Administer and maintain the timekeeping system on a daily basis.
• Manage employee benefits administration for 300+ multi-state employees.
• Track, manage, and reconcile PTO balances for all employees.
• Administer 401(k) loans, including documentation and amortization schedules.
• Ensure compliance with federal and state tax requirements, including income tax, withholding, unemployment, and business licenses.
• Reconcile, manage, and forecast multiple bank accounts on a monthly basis.
• Process and maintain accounts payable, including vendor relationships, weekly check runs, contracts, and invoice retention.

Responsibilities

• Coordinate onboarding and maintain employee records, including I-9s, direct deposit information, and personnel files.
• Manage employee terminations, including documentation, file maintenance, and final payroll processing.
• Manually track and enter approved PTO in ADP, including calculations for non-accrued time.
• Perform monthly reconciliations of company benefits, including voluntary benefits.
• Maintain and update accounting and related software systems monthly and annually, including reconciliations and supporting schedules.
• Safeguard company assets by maintaining internal controls over revenue, expenses, and expenditures.
• Implement and uphold consistent accounting policies and procedures in compliance with local and national regulations.
• Develop and enforce internal controls to protect company assets and improve workflows.
• Support the accounting team to promote accuracy, accountability, and productivity.

Required Skills & Qualifications

• 5+ years of professional accounting experience
• Strong understanding of banking processes and financial data analysis
• Working knowledge of federal and state tax regulations and compliance reporting
• Proven experience processing multi-state payroll
• Experience with ADP Workforce Now or TotalSource

Preferred Skills & Qualifications

• Bachelor's degree in Accounting, Business, or a related field (or equivalent experience)
• Experience with Microsoft Dynamics 365 Business Central