Accountant Payable & Payroll Clerk 

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Position Description

The Accounts Payable Clerk is responsible for the financial, administrative and clerical support of a company. They are in charge of making payments owed by the company to suppliers and other creditors, paying vendor invoices or bills, and recording the company's short-term debts. The A/P & Payroll Clerk is responsible for receiving, processing, and verifying invoices related to accounts payables. They also track purchase orders and process payments that come into the company's accounting department from vendors.

 

The A/P & Payroll Clerk is responsible for handling vendor payments and other financial liabilities of an organization. While the job's primary function is to make payments, the clerk is also responsible for keeping precise records of payments made and owed, and must work collaboratively with other accounting professionals to perform audits of all transactions.

 

The A/P & Payroll Clerk should be detail-oriented, organized, and self-motivated. Under moderate supervision, performs detailed accounting work to include: daily maintenance of accounts payable functions and related QuickBooks data entry; performs bi-weekly payroll processing; and performs other accounting tasks as assigned.

 

The A/P & Payroll Clerk is responsible for all tasks relating to payroll processing such as collecting employees' timesheets and payroll data, calculating wages, issuing statements, detailing earnings, and preparing paychecks with the assistance of ProService Hawaii.

 

Specific Duties/Responsibilities

Accounts Payable (Including but not limited to:)

1. Processing of accounts payable/paying bills/cutting checks

2. Posting of accounts payables in QuickBooks

3. Payment inquiries: receive A/P calls and assist with historical cost analyses

4. Other accounting duties as assigned

5. Maintain precise records of all vendor payments

6. Monitor tax liabilities and ensure tax liabilities are paid on time

7. Responsible for paying and keeping record of all invoices

8. Keep track of all company credit card spending, and make payments on credit accounts

9. Analyze all accounts on a monthly, quarterly, and annual basis to ensure payment accuracy

10. Work collaboratively with various departments to perform accounting audits

11. Prepare and mail all required tax documents

12. Research and approve new vendors and create new vendor accounts

13. Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

14. Reconciles processed work by verifying entries and comparing system reports to balances.

15. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.

16. Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.

17. Ensures credit is received for outstanding memos.

18. Issues stop-payments or purchase order amendments.

19. Pays employees by receiving and verifying expense reports and requests for advances; preparing checks.

20. Maintains accounting ledgers by verifying and posting account transactions.

21. Verifies vendor accounts by reconciling monthly statements and related transactions.

22. Maintains historical records.

23. Disburses petty cash by recording entry and verifying documentation.

24. Reports sales taxes by calculating requirements on paid invoices.

25. Protects the organization's value by keeping information confidential.

26. Updates job knowledge by participating in educational opportunities.

27. Accomplishes accounting and organization mission by completing related results as needed.

 

Payroll (Including but not limited to:)

1. Maintaining payroll information by collating, calculating and entering data

2. Updating payroll records by entering any changes to employee information or benefits such as job title changes, exemptions and saving deductions

3. Preparing reports that include summaries of earnings, tax deductions, leave, compassionate leave and non-taxable wages

4. Calculating payroll liabilities by determining employee taxes, including federal and state income and social security tax, and calculating employer’s payments for social security, unemployment and worker’s compensation

5. Resolving payroll discrepancies and answering any employee payroll queries

6. Maintaining all payroll operations according to company policies and procedures

7. Processing and issuing W-2 forms to employees

8. Processing of employee-related matters:

   • Temporary Disability, Worker’s Compensation Calculations

   • Paid Time Off tracking including approval and scheduling

   • Benefits and Garnishments Deductions

   • New Hire processing and terminations

   • Employee database and statistics

 

Other Job Requirements

1. Rule Adherence: thoroughly knows and follows BBC policies and procedures without formal corrective action. Meets timelines for required physicals, TB clearance and required trainings and supervision. Meets all credentialing requirements.

2. Demonstrate self-evaluation skills and ability to seek supervision or guidance as needed. Takes responsibility for remedying or reducing limitations that are impacting job performance.

3. Consistently demonstrates commitment to the mission of BBC.

4. Dependability: follows instructions well, on-time for work, no unplanned absences except in the event of an emergency.

5. Cooperates with co-workers and supervisors. Good team player, professional and will always do full share of work.

6. Willingly performs other duties as assigned. Ability to work a flexible schedule as needed by the E.D.

7. Knowledge of Job: has comprehensive understanding of job, grasps details. Able to practice all job tasks with moderate supervision. Must have a high level of professionalism, organizational skills, and accounting/clerical skills. Keep updated on payroll laws and the Fair Labor Standard Act.

 

Required Qualifications & Skills

• Working knowledge of Microsoft applications (Word, Excel, etc.)

• Knowledge of basic accounting cycles for accounts payable and payroll

• Detail oriented and ability to multitask

• Ability to work under pressure to meet strict deadlines

• Functional knowledge of database and spreadsheet tools, such as Quickbooks and Excel

• Ability to work either independently or collaboratively as needed

• Strong communication and organizational skills

• Distinctly self-motivated and cable of handling multiple tasks in a high-pressure environment

• Tracking budget expenses

• Attention to detail

• Thoroughness

• Organization

• Analyzing information

• Vendor relationships

• PC proficiency

• Data entry skills

• General math skills

 

Education, Experience, and Licensing Requirements:

• High school diploma, GED, or equivalent required

• Bachelor’s degree in accounting, finance, business or related field preferred

• Previous accounts payable/payroll experience preferred (especially in nonprofit accounting)

 

Physical Demands: (The nature of physical effort leading to physical fatigue)

This position requires the employee to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The employee will also have to do some lifting of supplies and materials from time to time. This employee must spend long hours in intense concentration.

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