Job Description

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Position Summary:

The Payroll and Staff Accountant plays a critical role in managing the organization's payroll operations, accounts receivable processes, and supporting the overall fiscal administration. This position is responsible for processing biweekly payroll, ensuring accurate employee compensation, maintaining payroll records through Paycom and QuickBooks, and coordinating closely with the Human Resources department to guarantee payroll data integrity. In addition to payroll, the Specialist oversees daily cash receipts, prepares bank deposits, and manages donation allocations in collaboration with the Development Department.

Job Responsibilities:

Payroll:

• Manage payroll process from start to finish.
• Responsible for processing Biweekly Payroll as scheduled.
• Review hours submitted and correct errors to ensure the accuracy of payroll.
• Accountable for reviewing allocations and distributions of employees by departments.
• Work with Human Resources to assure accuracy of payroll information and accurate payment.
• Accountable for reviewing all wages, pay changes and corrections of errors to ensure accuracy of payroll.
• Compile payroll data, enter data post wages, and reconcile errors, to maintain payroll records, in Paycom and QuickBooks.
• Prepare computer input forms, enter data into computer files, compute wages and deductions, and post to payroll records.
• Record changes affecting net wages, for example exemptions, insurance coverage, time off, and loan payments for each employee to update master payroll records.
• Record data concerning transfer of employees between departments and appropriate allocations.
• Ensure that payroll manual checks are mailed on time.
• Review insurance invoices for termination and additions of premiums.
• Process 403B contribution deposits.
• Prepare periodic reports of earnings, taxes, and deductions.
• Respond to all staff inquiries regarding any payroll matter.

Accounts Receivable:

• Enter the cash receipt daily.
• Prepares and enters daily bank deposit (e-provider machine)
• Follows up with wire transfer and ACH payments, private pay and donations.
• Maintains cash binders
• Maintains daily and weekly deposit log.
• Assists and prepare daily cash log.
• Follows up with the Development Department on proper allocation of donations and pledges.

Accounting:

• Work closely with the CFO and Controller in providing overall support and assistance to the agency and agency personnel in all aspects of fiscal administration.
• Prepare and maintain all grant and accounting allocations in the accounting system.
• Monitor all aspects of grants including grant revenue and expenditures, grant reconciliations, assisting with the preparation of reimbursement billings and the review and collection of all receivables from grantors.
• Maintain professional partnerships with vendors, contractors and outside Agencies.
• Ensure confidentiality with all information; as well as the security and safety of all documents/checks.
• Comply with department and Agency deadlines (i.e. month end, yearend).
• Other related duties as necessary to ensure the smooth running and efficiency of the agency.

Other Responsibilities:

• Ensure confidentiality with all information; as well as the security and safety of all documents/checks.
• Ensure the safety of all staff, volunteers and individuals receiving services at JAFCO
• Work a flexible schedule as required.
• Other related duties as necessary

Competencies:

• Attention to Detail
• Deadline Management
• Technical Proficiency
• Problem-Solving
• Communication and Collaboration

Physical Requirements:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 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. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications and Education Requirements:

• 3-5 years prior payroll experience required.
• Bachelor's degree in accounting; minimum 5 years related experience.
• Prior Experience with Paycom, ADP or Paychex is preferred
• Working with knowledge of not-for-profit accounting practices and procedures, fund accounting and fiscal management will be a plus.
• Demonstrated ability to comprehend and apply Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines.
• Excellent communication skills both written and verbal. Ability to communicate well with diverse populations.
• Must be well organized and detail oriented, time management, attention to detail and follow up skills. High level of accuracy and analytical skills.
• Strong computer skills. Proficiency with Microsoft Office applications and knowledge of QuickBooks preferred.
• Ability to handle confidential information with discretion.

EOE

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