Accounts Payable & Payroll Coordinator in Pleasant Prairie, Wisconsin at Hospice Alliance Inc

The Accounts Payable & Payroll Coordinator is responsible for processing and maintaining accurate financial records related to vendor payments, deposits, and employee payroll. This role ensures timely payment of invoices, accurate payroll processing, and compliance with organizational policies and applicable regulations. This role will primarily work with the Director of Finance but will also have regular interaction with our Development Department, HR Department, and Executive Director.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

Usually, a typical office environment. The noise level is moderately quiet.

Work Schedule

8am to 4:30pm, Monday through Friday

Essential Duties and Responsibilities

• Processes and forwards all bills to appropriate supervisor for approval, verifying any unusual or out of ordinary expenses/bills, ensuring timely payment is processed or denials/discrepancies are communicated and resolved.
• Tracking invoices and invoice approvals.
• Enters A/P, Deposit, and Payroll information into systems and processing checks, bill pay, and reports, including, maintaining AP Vendor and Paylocity databases.
• Verifies bank and credit card balance monthly and assures charges are appropriate / approved.
• Processes deposits using Remote Deposit Capture and cash deposits to the bank.
• Demonstrates awareness of the total accounting system.
• Liaison for annual finance and worker’s comp audits, as well as contracted accountant.
• Maintains benefit cost updates and accruals in Payroll and Accounting Programs.
• Understand and perform all phases of the Bi-Weekly payroll, and off-cycle adjustments using payroll program, ensuring all internal policies, procedures, and guidelines are being adhered to.
• Exports and processes mileage and payroll adjustments each pay period.
• Assists Development Department with donor database and letter management.
• Assures accuracy in ordering office supplies, proactively looking for best pricing and checking stock supply so as to eliminate over ordering.
• Assist with month-end and year-end closing activities.
• Provide excellent customer service to internal team and any external contacts
• Other duties as assigned.

• Associate degree in Accounting, Finance, Business Administration, or a related field required; Bachelor degree preferred but not required.
• Minimum of 2 years of experience in accounts payable, payroll processing, or general accounting functions with general knowledge of best practices for each field.
• Experience working with payroll and accounting software systems (such as Paylocity, or similar systems) preferred.
• Proficiency in Microsoft Office, particularly Excel and SharePoint.
• Experience working in a healthcare or nonprofit environment is preferred but not required.
• Strong communication skills, high attention to detail, organizational skills, and ability to maintain strict confidentiality of financial and employee information.
• Ability to multitask, prioritize and meet deadlines while maintaining accuracy and quality standards.