Payroll Accounting Specialist

The Payroll Accounting Specialist is responsible for managing and executing all aspects of payroll processing, tax compliance, benefits administration, and reporting. This role also serves as the primary administrator for SageHR, including system setup, employee onboarding, clock-in/clock-out functionality, leave tracking, and staff benefit monitoring. Additionally, the Payroll Accounting will assist the Accounting Assistant with Accounts Payable (A/P) and Accounts Receivable (A/R).

Reports to: Chief Financial Officer (CFO)

FLSA Status: Non-exempt, hourly

Minimum Requirements:

Required

• Associates Degree in Accounting or related field
• 3+ years of payroll experience with proficiency in payroll software and HRIS systems
• Strong understanding of payroll tax laws, including federal, state, and FICA requirements
• Experience preparing Form 941s and managing payroll tax payments
• Familiarity with A/P and A/R processes 
• High level of accuracy, confidentiality, and organizational skills

Preferred

• Bachelor’s degree in Accounting, Finance, or related field 
• Experience with SageHR implementation and customization
• Knowledge of nonprofit accounting practices

Duties and Responsibilities: 

Payroll Processing

• Administer biweekly payroll for all employees, ensuring accuracy and timeliness
• Maintain payroll records and ensure compliance with federal, state, and local regulations
• Process new hires, terminations, and employee changes in payroll system
• Reconcile payroll accounts and assist with month-end and year-end close

Compliance & Reporting

• Prepare and file quarterly Form 941s (Employer’s Quarterly Federal Tax Return)
• Calculate and remit federal income tax, state income tax, and FICA (Social Security and Medicare) contributions
• Monitor changes in tax laws and update payroll processes accordingly
• Prepare and distribute year-end W-2s and 1099s 
• Generate payroll-related reports for Finance and HR departments
• Support audits and provide documentation as needed

SageHR Administration

• Set up and configure SageHR for organizational needs, train staff on usage and manage 

employee profiles, onboarding workflows, and document uploads

Leave & Time Tracking

• Monitor, maintain, and report accurate records of vacation, sick leave, and other paid time off for both hourly and salaried employees 

Benefits Administration

• Track employee participation in the Folk Art School benefit (up to two classes per year) and ensure proper documentation and eligibility
• Administer 403(b) retirement plan contributions, including calculating and processing employer match payments

A/P and A/R Support

• Assist the Accounting Assistant with processing vendor invoices, payments, and expense reimbursements (Accounts Payable)
• Support invoicing, payment tracking, and deposit reconciliation (Accounts Receivable).
• Learn and document procedures for both A/P and A/R functions
• Prepare to assume full responsibility for either A/P or A/R to support segregation of duties and internal control best practices

Collaboration & Support

• Work closely with CFO and HR to align payroll with internal policies
• Liaise with IT and SageHR support for system updates and integrations
• Provide payroll-related guidance to employees and managers

Pay: $19 - $22 per hour

Benefits:
Health Insurance
Paid Time Off
Life Insurance
403b Matching
Employee Discount
Flexible Spending account
Health Savings Account
Find complete information about Vesterheim benefits here (pdf).

For Questions:
Contact Jody Zahn, Human Resources at jzahn@vesterheim.org or 563-382-9681 with questions about the job description and related salary and benefits.