AP And Payroll Specialist

Aston Carter•Seattle, WA

5d•$34 - $36•Hybrid

About The Position

This hybrid Staff Accountant position with a non-profit organization in South Lake Union focuses on payroll, accounts payable, and general accounting support in a mission-driven environment. You will process semi-monthly payroll, manage accounts payable, support compliance and audit activities, and ensure accurate financial reporting. The schedule is 8:00 a.m. to 4:30 p.m., with initial training conducted onsite and a hybrid arrangement of Tuesday through Thursday onsite after the training period.

Requirements

4–6 years of experience working as a Staff Accountant within a corporate or similar professional environment.
Proficiency with the MIP accounting system (Abila MIP), including general ledger and reporting functions.
Demonstrated knowledge of payroll administration, processes, and procedures, including applicable regulatory requirements and laws.
Hands-on experience with general ledger accounting, journal entries, and account reconciliations.
Experience with accounts payable, including invoice processing, AP aging, and vendor management.
Working knowledge of accounts receivable and project accounting concepts.
Proficiency in Microsoft Excel, Word, and Access.
Experience preparing or supporting month-end reporting and compliance-related filings such as W-9, W-8, 1099, and 1042-S.
Ability to maintain accurate records, manage multiple deadlines, and ensure a high level of attention to detail.
Strong communication skills to collaborate with internal stakeholders and external vendors, and to respond to payroll and AP inquiries.

Nice To Haves

Experience working in a non-profit environment, particularly with grant or funding source allocations, is highly beneficial.
Familiarity with electronic data capture solutions and data management tools used in financial and operational environments.
Comfort working in a mission-driven organization that supports clinical trials development and oncology-related initiatives.
Ability to document processes clearly and support internal controls and audit requirements.
Strong organizational skills and the ability to prioritize tasks in a dynamic environment.
Commitment to ongoing professional development, including use of education benefits and training opportunities.

Responsibilities

Process semi-monthly payroll accurately and on time, ensuring all payroll data is complete and correct.
Maintain payroll records and ensure ongoing compliance with applicable laws and regulations.
Serve as the payroll database administrator and act as the primary liaison with the external payroll service provider.
Allocate payroll and benefits across multiple funding sources and prepare related journal entries.
Ensure compliance with Federal salary caps and other regulatory requirements related to payroll.
Reconcile payroll data with the accounting system (MIP), including statutory tax filings and deductions.
Generate payroll-related reports for Accounting and Human Resources, such as hours worked, accruals, and flexible spending account (FSA) activity.
Maintain the payroll calendar and manage direct deposit setup for employees.
Stay current on tax laws, wage regulations, and system changes that impact payroll processing.
Respond promptly to employee payroll inquiries and resolve discrepancies in a professional manner.
Receive, verify, code, and process vendor invoices and employee reimbursements in accordance with policy.
Conduct regular check runs and submit positive pay reports to the bank to support cash control and fraud prevention.
Maintain and reconcile accounts payable aging and related general ledger balances.
Ensure vendor records meet W-9/W-8 and 1099/1042-S requirements, and support year-end information reporting.
Process credit card and travel reimbursements in line with organizational policies.
Reconcile vendor statements, maintain positive vendor relationships, and resolve billing or payment discrepancies.
Identify and record use tax liabilities accurately in the general ledger.
Manage accounts payable documentation, including check logs, cash receipts, and filing systems.
Prepare monthly, quarterly, and year-end financial and audit reports as assigned.
Document accounting and payroll processes and support internal and external audits, including financial statement, single, and retirement plan audits.
Ensure compliance with internal policies and external regulations related to accounting, payroll, and accounts payable.
Make deposits and maintain an accurate cash receipt log.
Monitor and track education benefit usage for employees.
Perform other accounting duties and projects as assigned to support the finance team.

Benefits

12 holidays (9 stated and 3 floating)
3 weeks of paid time off with an additional day added for each year of service
A personal day after six months of employment
403(b) retirement plan with discretionary employer contributions after one year of service
Medical, dental, vision, life, and disability premiums are fully covered by the organization
Optional buy-up medical plans
Additional voluntary benefits such as supplemental life, disability, flexible spending accounts, transportation fringe benefits, and pet insurance.
Expense reimbursement program for ongoing education (currently up to $1,200 per year)
Employee Assistance Program
Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)