Accounts Payable and Payroll Coordinator

POSITION SUMMARY:

The Accounts Payable and Payroll Coordinator is responsible for processing and maintaining financial invoices and records for the Finance Department of the Academy, Association, and AACAP-PAC. This position also coordinates with Human Resources to ensure accurate and timely recording of payroll related data and processes semi-monthly payroll.

KEY DUTIES AND RESPONSIBILITIES:

Accounts Payable:

• Receive, log, date stamp, and forward all vendor invoices, corporate credit card statements, and travel expense vouchers to appropriate Directors.
• Track and monitor all invoices and vouchers and ensure approvals are returned with appropriate documentation in a timely manner.
• Ensure accurate and timely budget coding of all invoices and vouchers.
• Accurately enter all invoices and vouchers into the Great Plains Accounting system in a timely manner.
• Track and monitor recurring EFT and ACH payments to ensure timely processing.
• Prepare and process weekly A/P check runs for appropriate signatures.
• Maintain all Accounts Payable files.
• Process all void and reissued check requests in the Great Plains Accounting system.
• Process all EFT transactions of Council Dues on a quarterly basis.
• Process all credit card holder reconciliations and enter for payment into the Great Plains Accounting System.
• Reconcile activity reports from Travel-On Travel Agency with credit card statements.
• Process credit applications upon request.
• Process all refunds upon request.
• Maintain up-to-date vendor information in the Great Plains Accounting system and A/P vendor files.
• Respond to inquiries from A/P vendors and staff.
• Research and inform directors and vendors of outstanding invoices and payments.
• Prepare and distribute 1099s within federal guidelines.
• Serve as backup to Accounts Receivable as needed.

Payroll:

• Work closely with Human Resources and the Finance Department on all payroll related issues to ensure semi-monthly payrolls are processed in a timely and accurate manner.
• Review computed wages to ensure the accuracy of earnings and verify that all changes to payroll are processed correctly. Prepare draft payroll register for final review and approval.
• Coordinate with Human Resources to ensure accurate benefits deductions, tax withholdings, retirement plan deferrals, direct deposits, and other elections.
• Review electronic time sheets for required approvals and compliance with all AACAP policies.
• Distribute pay statements in a timely manner.
• Prepare necessary adjustments to void checks and issue manual checks.
• Maintain accurate payroll records, including payroll registers and manual check log.
• Ensure preparation of ADP W-2 statements and ensure timely distribution.
• Track employee leave and comp time accruals and distributes leave reports as necessary to limit the loss of carryover hours.
• Trains staff members on functions related to payroll including time entry, recording leave, and system navigation.
• Maintain confidence and confidentiality of personnel sensitive and privileged information.

General Accounting and Administrative:

• Assist with account analysis, research, and reconciliations.
• Assist with month end and year end close process.
• Assist with annual audits as needed.
• Potential to be assigned to staff the registration area at Annual Meetings.
• Organize and maintain onsite and offsite retention of Finance files.
• Prepare supply order requests for the Finance department.
• Act as department liaison for internal communications and coordination between departments
• Assist with backup to the Front Desk for lunch breaks and scheduled time off.
• Provide day-to-day support to the Director of Finance, Assistant Director of Finance, and staff.
• Performs other related duties as assigned or when needed.