Accounting Specialist Job Description
We are seeking an experienced full time Accounting Specialist with accounting background to process, manage and record the company payroll and manage the AP/AR in accounting department, provide timely and accurate payroll information, participant in daily data entry Payroll processing and daily AP/AR management and other basic work in accounting.
A payroll specialist is able to use payroll and accounting software/platform with accuracy and efficiency of kinds of reports. He/she should be good with numbers and can be trusted with sensitive information. He/she also should have great communication skills to interact with colleagues and executives.
The goal is to ensure personnel receives the correct compensation in a timely manner and guarantee payroll postings in accounting system/platform is accurate in a timely manner.
If it is necessary, the accounting specialist only will assist with Open Enrollment of Benefits.
The Payroll specialist will work closely with Accounting Manager and HR.
Duties and Responsibilities
Process and Manage Payroll including:
Perform daily payroll department operations
Manage workflow to ensure all payroll transactions are processed and accurately and timely (employee filters, HWB, PTO, COS, benefits deduction, wage advance, etc.)
Update new hires and terminations in payroll system
Communication with HR and follow up when employee’s information is incorrect (such as employee name, employee bank account, employee personal information, org unit, salary, benefits enrollment & deduction, etc.)
Understand proper taxation in payroll
Manual Calculation for Payroll when necessary (such as the employee work for different programs, etc.)
Process correct garnishment calculations and compliance when necessary
Execute a Time &Attendance processing and interface with payroll
Process and distribute accurate and timely year-end reporting when necessary (W-2, w-2c, etc.)
Process manual check and follow up credits from payroll vendor when necessary
Keep Tracking of hour rates, wages, compensation benefits rates.
Address issues and question regarding payroll from employees, supervisors and managers
Send Payroll Preview and cash requirement to CEO and COO, accounting manager for review before submission.
Research and email appropriate audience of file issues
Respond to payroll tickets/postings in Namely and employees’ payroll related emails timely, no more than 24 hours
Record Payroll including:
Posting/upload payroll files in a timely and accurate manner
Create G/L related to payroll in Namely with correct deduction/earning category
Reconcile General Ledge Payroll Postings Summary
Communication with payroll platform vendor with payroll related issues when necessary
Upgrade unsettled payroll issues when necessary
Accounting field including:
Enter and balance accounts receivable and payable on a daily basis
Handle payments for AP
Assist with other accounting projects in the office
Track deposits made to bank
Assemble financial data for audits
Monitor credit card charges, payment discrepancies, refunds, returns and miscellaneous charges
Maintain orderly financial filing system
Reconcile department accounts monthly and prepare reports to present to management
Track tax payments and compile information for tax filing
1099 Preparation and Mailing
Work on Open Enrollment of Benefits if necessary
Send notification for open enrollment
Update the Benefits deduction from Payroll Side;
Communication with Broker/Carrier/Employee for related issues
Other Accounting Related Tasks Assigned by accounting manager:
Proven working experience as accounting specialist, payroll specialist or payroll manager
Solid understanding of accounting fundamentals and payroll best practices
Very good knowledge of legislation and regulations in payroll field
Proficient and Advanced computer skills on MS Office, especially Excel (Access would be a plus), accounting and payroll software/platform and databases, such as Quickbook and Namely.
Ability to manipulate large amounts of data and run reports
Trustworthy with attention to confidentially
High attention to detail and accuracy
Excellent communication skills
BS degree in Accounting, Finance or HR.
 Paid Time Off: Vacation, sick, Jury duty, Bereavement, Holiday, etc.;
 COS: Change of Status, including program change, salary changes, etc.
 Employee Reimbursements