Payroll/Accounts Payable Specialist en None

Essential Payroll Responsibilities:

•    Enter, maintain, and/or process information in the payroll system; information may include employees’ hourly rates, salaries, bonuses or other compensation, time worked, paid leave and holidays, deductions and withholdings, and other information.

•    Confirm proper processing of payroll deductions for taxes, benefits, garnishments, and all other deductions.

•    Reconcile payroll to the general ledger and monthly bank statements. Regularly audit payroll for over or under payments.  

•    Issue, or reissue, physical or replacement checks or direct deposits due to payroll errors, employee separation or retroactive payments.

•    Establish withholding and SUI account for any out-of-state remote employees. 

•    Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices. 

•    Verify attendance, hours worked, and pay adjustments, and post information in ADP.

•    Review time sheets and other information to detect and reconcile payroll discrepancies.

•    Audit PTO for employees as needed.

•    Communicate information to employees and managers on payroll matters, tax issues, and other payroll related issues.  

•    Assist employees with Payroll inquiries and discrepancies.   

•    Collaborate with HR on any payroll related issues, new hire paperwork, termination paperwork, and benefit updates/changes.

•    Provide education to employees and newly promoted leaders on entering time worked and payroll processing. Create training documents as needed.  

•    Facilitate audits by providing records and documentation to auditors.

•    Identify and recommend updates to payroll accounting software (ADP), systems, and procedures.

•    Collaborate with HR on Payroll and HR issues.  

•    Attend department meetings and clinic required meetings.

•    Maintain strict confidentiality. 

Essential Accounts Payable Responsibilities:

•    Process vendor invoices and checks requests by coding and entering the data into the AP system.

•    Distribute the invoices for signatures/approvals from the department supervisors or managers.

•    Review aging reports to determine payment obligations and perform weekly check runs to ensure payments are processed in a timely manner.

•    Reconcile monthly corporate visa statements.

•    Maintain vendor W-9 files and issue annual 1099’s to vendors. 

•    Research and reconcile vendor statements to resolve any discrepancies.

•    Calculate and accrue sales tax on invoices. 

•    Perform other related duties as assigned.

•    Attend department meetings and clinic required meetings.

•    Maintain strict confidentiality. 

Education and Experience:

•    High School Diploma or GED required. Business or Accounting degree preferred.

•    Must be proficient with Microsoft Excel.

•    2+years in experience in payroll processing.

•    Previous experience using ADP Workforce Now preferred.

•    2+years in experience in full-cycle accounts payable.

Required Skills/Abilities:

•    Excellent verbal and written communication skills.

•    Excellent interpersonal, negotiation, and conflict resolution skills.

•    Excellent time management skills with a proven ability to meet deadlines.

•    Strong analytical and problem-solving skills.

•     attention to detail and accuracy.

•    Ability to act with integrity, professionalism, and confidentiality.

•    Proficient with Microsoft Office Suite or related software.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear.  The person in this position frequently communicates with associates, physicians, and patients and must have the ability to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations.  Strong verbal and written communication skills required.  This position requires the ability to observe details at close range (within a few feet of the observer).  The person in this position must be able to remain in a stationary position for more than 50% of the time, standing or sitting.  Must be able to position to maintain supply closet and employee files.  Constantly operates a computer and other office productivity machinery, such as a desk phone, calculator, copy machine and computer printer.  Frequently moves boxes and equipment weighing 40 pounds (lbs.) to locations inside and outside of office/clinic setting.  Repetitive motion of upper body required for extended amounts of time.    Ability to exercise good judgment and positively influence and lead others, including handling confrontations with poise and efficiency.  

Position Type/Expected Hours of Work:

This is a full-time position in an administrative healthcare office setting. Days and hours of work are Monday-Friday 8am-5pm. The number of hours each week may vary to meet the responsibilities assigned to the position. 

Travel:

This position does not require travel.

Work Environment:

This position requires regular and reliable on-site attendance. Environmentally controlled medical environment.  Fast paced environment with occasional high pressure or emergent situations. 

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

EEO Statement:

White-Wilson Medical Center, P.A. and affiliates are equal opportunity employers, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.