Accounting Specialist

• Manage full-cycle AP, including invoice receipt, coding, matching to purchase orders, obtaining approvals, and processing payments
• Verify the accuracy and completeness of vendor invoices and ensure proper GL coding in QuickBooks
• Process check runs, ACH payments, and wire transfers on a scheduled basis
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Maintain organized vendor files and W-9 documentation
• prepare annual 1099s
• Monitor AP aging and communicate outstanding items to the Controller
• Support month-end close by reconciling the AP subledger to the general ledger
• Assist with annual audit preparation related to AP and disbursements
• Process biweekly payroll for 130+ employees, including full-time exempt (salaried), non-exempt (hourly), and part-time staff, using Paychex
• Review and audit timesheets for accuracy and completeness prior to each payroll run
• Maintain employee payroll records, including new hires, terminations, pay changes, garnishments, and benefit deductions
• Ensure compliance with federal, state, and local payroll regulations, including FLSA requirements
• Reconcile payroll registers and resolve discrepancies before funds are released
• Coordinate with HR on onboarding/offboarding to ensure timely payroll updates
• Prepare and submit payroll-related journal entries and reconciliations in QuickBooks
• Assist with annual W-2 preparation and year-end payroll reporting
• Respond to employee inquiries regarding pay, deductions, and payroll policy
• Provide additional support as needed

• Minimum 5 years of hands-on accounts payable and payroll processing experience
• Proficiency in QuickBooks (Desktop or Online) and Paychex
• Experience processing payroll for 100+ employees across multiple employee classifications (FTE, salaried, and hourly)
• Strong understanding of payroll compliance, tax withholding, and wage and hour laws
• High degree of accuracy and attention to detail
• Ability to manage competing deadlines and prioritize effectively
• Proficiency in Microsoft Excel and general office software

Experience with QuickBooks and Paychex preferred