Accounts Payable & Payroll Specialist

Carlsbad Educational Foundation•Carlsbad, CA

2d•Onsite

About The Position

This role is responsible for managing accounts payable and payroll functions, including invoice processing, vendor payments, payroll preparation, HR record maintenance, and financial reporting. The position requires a strong understanding of accounting principles, proficiency with relevant software, and excellent organizational and communication skills. This is an in-office position, Monday-Friday, approximately 28 hours per week.

Requirements

Bachelor's degree required; accounting courses preferred.
Minimum 2 years of accounting experience, specifically in accounts payable, and payroll.
Experience with QuickBooks Online, Ramp, or similar accounting and expense-management platforms.
Understanding of GAAP and standard accounting practices.
Proficiency with Microsoft Office Suite, especially Excel (pivot tables, formulas).
Familiarity with payroll systems (Coastal, ADP, Paychex, or similar).
Ability to prepare journal entries and financial schedules accurately.
Exceptional attention to detail and high level of accuracy.
Strong organizational skills with the ability to manage multiple deadlines.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive financial and HR information with discretion.
Demonstrated problem solving ability and willingness to learn new systems and processes.
Reliable, self-motivated, and able to work independently or in teams.
Demonstrates integrity, accountability, and strong work ethic.
Maintains professionalism, punctuality, and commitment to organizational values.
Treats others with respect and values diverse perspectives.
Strong verbal and written communication in English.
Interacts professionally and handles sensitive/confidential matters with discretion.
Customer-focused, approachable, and able to navigate complex situations tactfully.
Produces clear, accurate documentation.
Focuses on solutions and resolving conflicts constructively.
Effectively gathers, analyzes, and clarifies information.
Listens actively and collaborates to achieve the best outcomes.

Nice To Haves

Nonprofit accounting experience is a plus.

Responsibilities

Manage collection of invoices and expense requests, enter A/P into Ramp, and prepare weekly vendor payables.
Maintain electronic filing of all expense support documentation including ACH transactions.
Prepare weekly Positive Pay report for all checks cut from QuickBooks.
Review aging vendor check payments and contact vendors for uncleared checks.
Ensure that all contracted service vendors have an up-to-date W9 on file for 1099 processing.
Review staff credit card receipts/expense detail in Ramp for accuracy and sync approved transactions to QuickBooks Online.
Manage remote bank deposits for A/R.
Contact donors to update expired credit card information.
Prepare monthly finance committee meeting minutes.
Assist Director of Finance with annual audit preparation and federal/state filings as needed.
Track grant balances for CEF-funded programs and communicate updates to Carlsbad Unified School District and CEF program staff.
Prepare bi-weekly payroll for processing and prepare/record related payroll journal entries.
Calculate and record month-end closing journal entries for payroll (accrued payroll, accrued vacation, etc.).
Review bi-weekly 401(k) deduction remittances for accuracy and record related journal entries.
Work with Director of Finance and Coastal Payroll to review and file the annual 1095 ACA report.
Maintain accurate and up-to-date HR files, records, and documentation.
Maintain confidentiality and data integrity for all HR and payroll records.
Manage EDD, FTB and other HR/payroll reporting requirements.
Perform additional duties as assigned by management.