The Payroll and Accounting Specialist is responsible for processing employee and Board payroll and administering related payroll functions, including health savings account (HSA) funding, paid time off (PTO) payouts, and payroll tax compliance. This role also provides backup and operational support across finance department functions and assists with ad hoc projects as assigned. Accuracy, confidentiality, and timeliness are critical to success in this position.
Daily
- Balance and monitor the Benefit Account to ensure accurate funding and disbursements.
- Maintain the check register, donor listings, and accounting records for the Gleaner Scholarship Foundation.
- Reconcile and balance IRS Form 945 liability accounts.
- Prepare and submit Form 945 federal tax deposits on a twice-weekly basis, as required.
- Maintain employee benefit balances in Paylocity (e.g., PTO, Ad-Hol PTO, Gleaner Gives), as needed.
- Support Paylocity tours and system walkthroughs, as requested.
- Provide backup support for commissions processing, as needed.
- Provide backup support for check processing, cash receipts, stale-dated checks, and credit card payments, as needed.
- Provide backup support for accounts payable processing and bank deposit preparation, as needed.
Monthly & Quarterly
- Perform bank account reconciliations for Benefit, Agent Payroll, Scholarship Foundation, and GFC accounts.
- Prepare and submit IRS Form 941 payroll tax deposits.
- Process federal, state, and local payroll tax returns and filings.
- Reconcile payroll tax withholding accounts to Form 1099 reports and investigate variances
Annually
- Assist with the preparation of Annual Statements and related supporting schedules.
- Assist with interim and annual independent audit requests and documentation.
- Prepare and file annual federal, state, and local payroll tax forms and reconciliations.
- Prepare and distribute Scholarship Foundation Forms 1099-MISC and 1099-NEC, as applicable.
Position Requirements
Education, Knowledge & Experience
- Prior payroll processing experience preferred.
- Proven work experience in accounting, payroll, or a related finance function.
- Working knowledge of applicable payroll, tax, and employment laws and regulations.
- Understanding of payroll, accounts payable, and accounts receivable processes.
- Strong organizational skills with the ability to manage multiple priorities and meet strict deadlines.
- Proficiency in Microsoft Excel and other web-based financial and payroll systems.
- Knowledge of federal, state, and local tax regulations and reporting requirements.
Personal Attributes
- Customer-service oriented with strong interpersonal and collaboration skills.
- Highly detail-oriented with the ability to identify and resolve discrepancies efficiently.
- Self-motivated, reliable, and capable of working independently.
- Ability to manage high volumes of work in a fast-paced, time-sensitive environment.
- Demonstrated commitment to confidentiality, integrity, and ethical standards.
Supervisor Requirements
Language and Communication Skills
- Strong verbal communication skills for effective interaction with coworkers, management, and external business partners.
- Ability to communicate in a professional, courteous manner with a strong customer-service focus.
- Strong written communication skills for correspondence via email, reports, and internal documentation.
- Sound business judgment and analytical problem-solving skills.
Work Conditions
- Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components
- Office-based, therefore working conditions include standing, lifting, bending, stooping, and reaching
- Approved overtime required, particularly during peak financial periods
