St. Matthews House Inc - Payroll and Acounts Payable Administrator at St. Matthews House Inc

GENERAL SUMMARY

The Payroll and Accounts Payable Administrator is a full-time, on-site position. This role is responsible for processing payroll accurately and on time using the approved payroll accounting system. The administrator will also provide support to the VP of Finance and the Assistant Controller in areas such as financial audits, workers’ compensation, and 401(k) audits. Additional responsibilities include performing daily accounts payable tasks to support the AP process.

St. Matthew’s House is a faith-based 501(c)(3) charitable organization dedicated to transforming lives within a spiritual environment that is both compassionate and disciplined.

ESSENTIAL TASKS

• Maintaining payroll information by collating, calculating and entering data.
• Processing and issuing pay cards as requested.
• Record employee garnishments and maintain records for employees. 
• Process Web Time and Web Pay bi-weekly payroll with the related journal entries including catering adjustments for job cost entries.
• Prepare and process the monthly insurance billings and reconcile them to the monthly employee payroll insurance deductions.
• Record all payroll journal entries and reconcile payroll liabilities and expenses.
• Process 401k remittance biweekly.
• Process Worker’s Compensation payments monthly.  
• Assist HC with payroll issues.
• Enter Third-Party Sick Pay for employer reporting in payroll system.
• Provide back up for COBRA insurance benefit deposits and accounts payable.
• Provide payroll-related support for Annual Financial, Workers' Compensation, and 401k Audits.
• Co-ordinate with SMH Catering creating Sage invoices, tracking jobs and costs, and everything related to paying employees and tips.
• Tracks outstanding deposits and checks to ensure transactions are aligned with accounting policies.
• Issuance of checks for payments to vendors.
• Process invoices in an Accounts Payable system ensuring proper general ledger coding.
• Works with staff members across the organization to ensure bill and expense approvals are timely.
• Prepare and process vendors bills and follow up on payments. Matches purchase requests to bills.
• Maintain accounts payable files and is a primary liaison to vendors
• Coordinate and maintain all contractors paid by 1099 and maintain COI records for audits.
• Maintain W-9 and COIs for Vendors in Sage system.
• Reconcile monthly vendor statements with invoices 
• Periodically verify that 1099 vendors are correctly registered and assist with the 1099 filing and preparation process at the end of the year.
• Assist in special projects as directed by the VP of Finance and/or the Assistant Controller.

PERSONAL CHARACTERISTICS:

• Self-Reliance Heart for the Ministry Honesty God honoring Faithfulness Reliable
• Initiative Self-Motivated Integrity

SPECIFICATIONS:

• Education: Associate’s degree in Accounting or Business related major. 
• Experience: 3-5+ years in an accounting field with a concentration in payroll processing. 
• Proficiency in Paylocity, Sage, QuickBooks and MS Excel are required, Not-for-profit experience is a plus.
• Confidentiality: Works with confidential information. 
• Mental/Visual Demands: Flow of work requires normal mental and visual capabilities.
• Physical Demand: Relatively little physical effort is required, however, must be able to move about the facility and possess the manual dexterity required to operate the computer and other business equipment.
• Working Conditions: Normal in office environment. Must be able to handle sensitive matters in a diplomatic and collaborative manner
• Strong attention to detail and communication skills are a must.