Staff Accountant (Accounts Payable and Payroll) presso KIAWAH ISLAND COMMUNITY ASSOCIATION

Description

The Accounts Payable & Payroll Accountant is responsible for managing the organization’s payable process through PaperSave and Blackbaud Financial Edge NXT, overseeing employee expense reimbursement, and assisting with bi-weekly payroll processing. The position ensures that all payable and payroll transactions are processed in accordance with internal controls and compliance standards. This role requires strong attention to detail, accuracy, and a commitment to process integrity. 

Responsibilities and Duties

Accounts Payable (AP) – PaperSave & FE NXT

• Review and process vendor invoices via PaperSave in alignment with workflow and approval policies.
• Ensure timely and accurate data entry, coding, and posting of all accounts payable transactions into FE NXT.
• Monitor and follow up on pending invoice approvals; escalate delays as needed.
• Reconcile vendor statements and resolve discrepancies with internal departments or vendors.
• Maintain electronic records and ensure completeness of supporting documentation for audit readiness.

Expense Management

• Review employee credit card charges for accuracy, policy compliance, and supporting documentation.
• Post and process employee reimbursements in FE NXT and ensure timely reimbursement via payroll.
• Maintain records of recurring charges and prepaids

Vendor Records Management

• Maintain up-to-date and accurate vendor profiles in the accounting system (e.g., Blackbaud FE NXT), including address, contact info, tax ID, and payment terms.
• Collect and file IRS Form W-9s for all vendors prior to payment issuance.
• Ensure vendor records are classified correctly for 1099 reporting.
• Maintain COI certificates and ensure proper limits are in place prior to payment issuance. 
• Deactivate inactive or duplicate vendors in accordance with internal controls.
• Perform periodic vendor record audits to ensure data integrity and compliance.
• Work with vendors to resolve discrepancies or update documentation as needed.

Expense Coding and Approval Workflow

• Review invoices for policy compliance and completeness before routing for approval.
• Ensure that all expenses are coded consistently and accurately across departments.
• Support department heads with proper coding guidance and assist with correcting miscoded transactions.
• Monitor and maintain compliance with the organization’s chart of accounts and approval hierarchy.
• Collaborate with the Controller to review and correct any month-end coding variances.

Payroll Processing

• Assist with preparation and processing of bi-weekly payroll for hourly and salaried staff.
• Collect and validate timekeeping data, benefit deductions, and any off-cycle payroll changes.
• Review payroll reports for accuracy and support the Controller with audit trail documentation.
• Maintain confidentiality and accuracy of payroll records.

Month-End & Compliance

• Assist in reconciling AP subledger to general ledger.
• Maintain accurate records of all AP and payroll activity for month-end and annual audits.
• Review and complete post payroll uploads, for 401K and WC, in accordance with plan documents.
• Prepare 1099s and W-9s in accordance with IRS guidelines.
• Support internal and external audit requests with timely documentation.
• Complete and file Sales Tax reports in accordance with state law and regulations.

Other

• Cross train with AR to ensure departmental coverage and a cohesive team environment.

What does KICA offer as an employer?

We offer competitive pay and benefits such as:

• Bi-weekly mileage compensation and hiring bonuses for all new hires
• Flexible schedules
• 2 great health benefit plans to choose from, one option is FREE for employee only coverage!
• Dental, vision, accident, critical illness, and supplemental life insurance coverages available
• Life insurance, short-term, and long-term disability provided at no cost
• HSA employer contribution
• Paid holidays and accrued time-off
• 401k contribution match, immediate vesting after 1 year
• Wellness benefits pay for fitness reimbursement, smartwatch contribution, and more!

Requirements

• Education and Experience:
• Associate’s or bachelor’s degree in Accounting, Finance, or related field preferred.
• 3+ years of accounting experience with a focus on AP and payroll.
• Experience with Blackbaud FE NXT and PaperSave required.
• Payroll experience using Paylocity system preferred.
• Experience in a nonprofit or member-based organization is a plus.
• Skills & Competencies:
• Strong knowledge of accounting principles, AP, and payroll processes.
• Proficient in Microsoft Excel and comfortable navigating multiple financial platforms.
• Excellent attention to detail and ability to work independently.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• High level of integrity and confidentiality.
• Developed sense of team
• Physical Requirements:
• Repetitive motion in dealing with standard office equipment.
• Position requires sitting at a desk for long period of time.
• Other requirements:
• Pass a pre-employment drug screen, criminal background check, and driving record check.
• Maintain a valid South Carolina Driver’s License 

Kiawah Island Community Association is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, disability, or protected veteran status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.