Payroll and Payables Specialist II

SUMMARY

Processes basic and semi-complex accounting including, but not limited to, gathering data related to employee payroll and time worked, entering and adjusting employee earnings and deductions, review withholding, preparing reports, review and process invoices, audit credit card bills, answer supplier inquiries, and process and distribute supplier payments.  May perform basic and semi-complex calculating, posting and verifying duties to obtain primary financial data for use in maintaining accounting and payroll records.  Masters all applicable software, organizational processes and procedures.  May be expected, through on-the-job training, to progress to the Payroll and Payables Specialist, Senior level.

Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience.  Work in this class is distinguished from higher classes by its application of recurring accounting duties and limited supervisory responsibilities, and from lower classes by more varied and complex duties, innovation, and support of multiple functions.

ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

Process bi-weekly payroll for all employees.  Process monthly payroll for all retirees.

Manage tax and withholding records and deductions for all federal, state, local, or other corporate taxes that affect payroll.

Answer questions regarding paychecks, withholding tax issues, or earnings adjustments from employees and help troubleshoot possible pay issues.

Follow and calculate outside wage garnishment requests or judgments when required.

Calculates and prepares routine and semi-complex checks for payments of invoices, utilities, taxes and other payments.

Complies with organizational, Federal and state policies, procedures and regulations.

Respond to external suppliers and internal managers regarding all aspects of the accounts payable process, including processing invoices for payment, verifying payment records, and reconciling payment issues.

Research information to provide accurate and timely solutions to internal clients and suppliers.

Verify the accuracy of vendor invoices and confirm that the correct account codes are used.

Generate payment to vendors on a routine schedule and match the payment with backup for review by the financial manager.

Inspect paid and unpaid invoices including cleared payment inquiries and check voiding to maintain accurate files and records according to company standards.

Review automatic payments to ensure correct coding and authorization as well as sufficient documentation.

Develop and maintain a filing system for financial information, records and documents to ensure easily available information.

Attends work on a continuous and regular basis.

EDUCATION AND EXPERIENCE

Graduation from high school or possession of an acceptable equivalency diploma, and three years of experience in para-professional accounting, bookkeeping, payroll, payables or other revenue-related accounting work; an Associate of Arts degree with at least 12 semester hours of accounting can be substituted for two years of experience; or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.

Typing at a speed acceptable to departmental needs may be required.                       

CERTIFICATIONS OR LICENSES

None.