The Senior Payroll and Accounts Payable Specialist is responsible for managing payroll and accounts payable functions while supporting monthly reconciliations, tax filings, and financial close activities in compliance with U.S. GAAP. This position requires a strong attention to detail, a commitment to meeting deadlines, and a team-oriented approach to supporting the overall accounting function.

Essential Responsibilities

• Process bi-weekly payroll accurately and on time, ensuring compliance with federal, state, and local regulations.
• Conduct weekly timesheet reviews for accuracy, approvals, and project coding.
• Manage benefits deductions, 401(k) contributions, and wage garnishments.
• Prepare payroll journal entries and reconcile payroll accounts.
• Maintain accurate and up-to-date employee payroll records for new hires, terminations, and compensation changes.
• Support the administration of employee benefits programs (e.g. health insurance, retirement plans).
• Review, verify, and process vendor invoices, expense reimbursements, and credit card transactions.
• Prepare and execute weekly check and ACH payments; reconcile vendor statements.
• Maintain vendor and employee payroll records; assist with annual 1099 reporting.
• Record and apply daily cash receipts in accounting software (Deltek Vantagepoint) to the appropriate customer or project accounts.
• Perform monthly bank and balance sheet reconciliations in compliance with U.S. GAAP.
• Prepare and file monthly sales and use tax returns.
• Assist with month-end and year-end close processes, including journal entries and account reconciliations.
• Provide documentation and assist with external auditors.
• Collaborate with team members to enhance accounting processes and maintain financial accuracy.
• Ensure compliance with company policies and procedures, and accounting standards.
• Monitor and control expenses, identifying areas for cost savings and efficiency improvements.
• Work with HR to update employee information for benefits enrollment and changes.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities

• Extensive understanding of general financial accounting and cost accounting.
• Ability to apply and adhere to generally accepted accounting principles.
• Highly proficient with Microsoft Office Suite, particularly Excel.
• Strong attention to detail and ability to work accurately in a fast-paced environment.
• Ability to work independently while effectively prioritizing workload and contributing as a collaborative team member.
• Demonstrated professionalism, integrity, and discretion in handling confidential information.
• Excellent analytical, organizational, and problem-solving abilities.
• Strong verbal and written communication and interpersonal skills.

Supervisory Responsibilities

This position does not have supervisory and/or oversight responsibilities.

Education and Experience Requirements

An associate or bachelor’s degree in accounting, finance, or related field is required. A minimum of five (5) years of progressive experience in payroll, accounts payable, or accounting. Experience in the AEC (architecture, engineering, construction) industry is strongly preferred but not required. Familiarity with Deltek Vision, Vantagepoint, or equivalent accounting software preferred.

Certificates, Licenses, Registrations

Valid driver’s license.

*The responsibilities outlined in this job description are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The employer reserves the right to modify this job description at any time or with or without notice.