Accounts Payable/ Payroll Specialist (Full-Time) in Kalamazoo, Michigan at Gryphon Place

Join Gryphon Place and become part of a collaborative, compassionate team where your work makes a meaningful difference in the community every day. We’re committed to supporting the people who support others, with flexible scheduling, a strong focus on work-life balance, free medical benefits for you, additional healthcare options, employer contributions to your retirement plan, paid holidays, and generous paid time off. If you’re looking for a mission-driven career where you can grow professionally while still making space for your personal life, Gryphon Place is a place to thrive.

STATEMENT OF THE JOB

• The Accounts Payable / Payroll Specialist is responsible for processing payroll, managing accounts payable functions, maintaining accurate financial records, and supporting day-to-day finance operations. This role ensures timely and accurate payment processing, compliance with organizational policies and regulatory requirements, and provides support for financial reporting and audit activities.
• The position plays a key role in supporting organizational operations within a growing and fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll Administration

• Process payroll accurately and promptly in accordance with federal, state, and organizational requirements.
• Review employee timecards, attendance records, and payroll adjustments for accuracy.
• Maintain payroll records including:
• earnings
• deductions
• benefits
• garnishments
• tax withholdings
• Coordinate payroll processing with Human Resources and department supervisors.
• Respond to employee payroll questions and resolve discrepancies.
• Assist with year-end payroll processing, including W-2 preparation and payroll reconciliations.
• Ensure compliance with wage and hour laws, payroll regulations, and internal policies.

Accounts Payable

• Process vendor invoices, check requests, and expense reimbursements.
• Verify coding, approvals, and supporting documentation for all payables.
• Prepare and process weekly or scheduled payment runs.
• Maintain vendor files and W-9 documentation.
• Reconcile vendor statements and resolve discrepancies.
• Monitor accounts payable aging and ensure timely payments.
• Assist with maintaining purchasing and payment records.

Financial & Administrative Support

• Assist with monthly account reconciliations and financial close activities.
• Maintain accurate financial records and documentation.
• Support annual audits and compliance reviews.
• Assist with budget tracking and expense reporting.
• Prepare reports and spreadsheets as requested by leadership.
• Maintain confidentiality of payroll and financial information.

Compliance & Internal Controls

• Follow established accounting procedures and internal controls.
• Ensure compliance with:
• payroll laws
• tax regulations
• organizational policies
• financial procedures
• Support segregation of duties and fraud prevention practices.
• Maintain secure handling of sensitive employee and financial information.

EDUCATION AND EXPERIENCE

Education

• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• Equivalent work experience may be considered in lieu of formal education.

Experience

• Minimum of 2–4 years of payroll and/or accounts payable experience preferred.
• Experience with payroll systems and accounting software required.
• Experience in nonprofit, healthcare, behavioral health, or human services organizations preferred.
• Experience processing multi-department payrolls preferred.

KNOWLEDGE / SKILLS / ABILITIES

• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and professionalism.
• Strong time management and multitasking abilities.
• Ability to communicate effectively with employees, vendors, and leadership.
• Ability to work independently and collaboratively in a team environment.

Knowledge of:

• payroll processing
• accounts payable procedures
• accounting principles
• payroll tax regulations
• financial recordkeeping

Proficiency with:

• Microsoft Excel, Google Sheets
• accounting software -
• payroll systems
• financial reporting tools

SOFTWARE EXPERIENCE

Experience with one or more of the following is preferred:

• ADP
• Paychex
• Paylocity
• QuickBooks
• Sage
• Bill.com
• Excel advanced functions

PHYSICAL REQUIREMENTS

• Ability to sit and work at a computer for extended periods.
• Ability to occasionally lift files or office materials up to 20 pounds.

WORK ENVIRONMENT

• Office environment with regular interaction across departments.
• Standard business hours with occasional extended hours during payroll processing, month-end close, or audits.

Gryphon Place provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type. EOE. This job description is representative. Employee(s) will be required to follow any other job-related instructions and perform any other job-related duties requested by any person authorized to give instructions or assignments.