Payroll Administrator / Operations Specialist in Albany, New York at TEAL BECKER & CHIARAMONTE CPAs

The AR-AP Specialist/Payroll Manager position is responsible for accounts receivable, accounts payable and payroll transaction cycles at Teal, Becker & Chiaramonte, CPAs. This includes managing the full-cycle accounting of money owed by and to the Firm, oversees all aspects of employee compensation, ensuring accurate, timely pay and strict compliance with tax laws and regulations and maintenance of an adequate system of accounting records over these cycles.

ESSENTIAL FUNCTIONS

1. Payroll: Communicates weekly with Human Resources to determine upcoming changes to payroll such as new hires, terminations, promotions, etc. Processes the bi-weekly payroll by calculating gross-to-net wages, including overtime, bonuses, commission and expense reimbursements, deducting the appropriate taxes and submitting payroll to be generated through the Firm’s payroll software provider. Resolves payroll-related employee inquiries or discrepancies and resolves them professionally. Ensures the payroll is properly recorded in the general ledger each pay period. Reconciles the quarterly 941 payroll returns to the general ledger.

2. Accounts Payable: Processes vendor invoices for accuracy, obtains approvals, matches invoices to approved quotes, signed contracts or packing slips and processes payment via ACH, check or wire every other week. Monitors accounts payable detail ledger to ensure timely payments are occurring. Reconciles Firm credit cards to receipts provided by cardholders and records in general ledger monthly. Maintains vendor master list in QuickBooks for accuracy, ensuring current Form W-9 are obtained for all vendors and is responsible for obtaining before any new vendor is set up.

3. Accounts Receivable: Processes daily cash receipts (lockbox, checks and online payments) and accurately records payments to each client’s accounts in CCH Axcess and QuickBooks. Generates monthly accounts receivable statements for those clients opting for paper statements. Reconciles accounts receivable detail ledger to general ledger daily to ensure accuracy of balances throughout the month. Monitors accounts receivable detail aging report weekly and coordinate with Controller on actions to take for delinquent accounts.

4. Works with Controller weekly to determine cash requirements for upcoming disbursement of monies for payables and payment of payroll and related withholdings disbursements.

5. Regularly updates the transaction cycles’ procedures manual to ensure it reflects the most current procedures in place so a backup person could perform duties if needed.
6. Assists with software and technology to develop new processes and procedures as needed to improve back-office efficiencies and to ensure quality and confidentiality of work product. Evaluating the effectiveness of accounting software and supporting database, as needed

7. Other reasonable duties as assigned.

REPORTING RELATIONSHIPS

The AR-AP Specialist/Payroll Manager will report directly to the Controller.

MINIMUM REQUIREMENTS

• Associate’s or bachelor’s degree in Accounting, Finance or Business Administration preferred

• 5-8 years of work experience in payroll processing as a payroll clerk or specialist and experience with accounts receivable and accounts payable with industry experience at the transaction level

• Ability to prepare, analyze and present accounts receivable and accounts payable financial results

• Adaptability to tight work schedules and unexpected deadlines and difficulties

• Excellent Microsoft Office, QuickBooks and payroll software skills and a sound understanding of internal controls and analytical review procedures

• Can communicate clearly in verbal and in written form and is detail oriented

• Licensed notary public is desired

• This position is contingent on the satisfactory completion of a background check.

WORKING CONDITIONS

Physical Demands: Primarily sedentary work with mobility required and some lifting, carrying, pushing and pulling (approximately 10-20 lbs).

Work Environment: Duties are performed in a temperature controlled, non-smoking office environment. Must be able to work under deadlines as required and expect considerable disruption while performing work assignments. On occasion, may be required to travel on behalf of the Firm.

As an Equal Opportunity employer, Teal, Becker & Chiaramonte CPAs, P.C. will not discriminate in its employment practices due to an applicant's race, creed, religion, color, citizenship, national origin, sex, age, sexual orientation, predisposing genetic characteristics, gender identification, genetic information, familial status, marital status, pregnancy, status as a domestic violence victim, criminal conviction, disability, military status, disabled veteran, recently separated veteran, Armed Forces Service Medal veteran, active duty or wartime campaign badge veteran, or other characteristic as protected by law.