Bookkeeper & Accounts Payable Clerk

The Arc of Southside•Danville, VA

4d•$19 - $22

About The Position

The Bookkeeper & Accounts Payable Clerk provides timely payment of bills, taxes, salaries, and wages; ensures timely deposits; maintains company accounting records; processes biweekly payroll; and maintains employee time records. The role performs bookkeeping, accounts payable, and payroll administration in accordance with company policies, internal controls, applicable accounting standards, and regulatory requirements. It handles sensitive financial and employee information and refers significant discrepancies, nonroutine transactions, and compliance concerns to the Finance Director.

Requirements

Associate’s Degree.
Experience in bookkeeping, accounts payable, and payroll functions.
Experience with QuickBooks or other accounting software.
Reliability and a high degree of trustworthiness.
Knowledge of generally accepted accounting principles (GAAP).
Proficiency with Microsoft Office Suite or related software.
Proficiency with, or ability to quickly learn, accounting, payroll, and human resource information systems (HRIS) software.
Knowledge of accounts payable principles and procedures.
Knowledge of payroll reporting requirements.
Excellent organizational skills and attention to detail.
Commitment to principles of inclusion.
Ability to sit for extended periods and work on a computer.
Ability to lift up to 15 pounds.

Nice To Haves

Bachelor’s Degree.
Two years of experience in bookkeeping.
One year of experience in payroll.

Responsibilities

Record, classify, and maintain financial transactions and routine journal entries with appropriate coding, documentation, and data integrity.
Maintain organized accounting records and documentation in accordance with company policies, confidentiality requirements, and retention standards.
Review account balances and transaction postings; identify coding errors, duplicate entries, and other discrepancies.
Reconcile bank statements for representative payee and other assigned accounts; investigate and report unresolved discrepancies.
Prepare and make biweekly deposits.
Assist with multiple worksite reports and other Bureau of Labor and Statistics reports.
Record daily store sales and monthly commissions in the accounting software.
Prepare sales tax reports and tax payments for store sales.
Assist with trial balances, account reconciliations, financial schedules, and supporting documentation for periodic financial reporting.
Follow accounting standards, financial policies, internal controls, and regulatory requirements; report irregularities and potential compliance concerns to the Finance Director.
Receive, review, code, and enter vendor invoices, ensuring documentation, mathematical accuracy, and appropriate expense classifications.
Identify and code fixed asset purchases and maintain a running list of fixed assets in the accounting system.
Coordinate with the Finance Director to classify and track grant expenditures in accordance with grant requirements and budgets; track grant projects and expenditures in the accounting system.
Maintain vendor records, including contact and payment details, tax identification information, and required documentation.
Prepare and process approved vendor payments by check, electronic transfer, recurring payment, or automatic draft.
Match invoices to purchase orders, supporting documentation, and authorization requirements; investigate and report discrepancies before payment.
Review and process authorized employee expense reports, reimbursements, and other operating expenditures.
Monitor invoice due dates, outstanding obligations, and recurring payment schedules to support timely payments and avoid late fees.
Maintain vendor tax documents needed for applicable 1099 forms and filings.
Maintain organized records of invoices, purchase orders, payment confirmations, and supporting documentation.
Collect, review, and verify employee timesheets, hours worked, paid leave, holidays, and other payroll information.
Calculate and process scheduled payroll, including wages, salaries, overtime, bonuses, reimbursements, deductions, and withholdings; ensure changes and exceptions have appropriate authorization.
Maintain employee payroll records, including compensation rates, tax withholding elections, benefit deductions, direct deposit details, new employees, and employment status changes; process approved updates in payroll software.
Identify and resolve payroll discrepancies, including retroactive pay, underpayments, overpayments, and replacement payments; issue or reissue checks or direct deposits for payroll errors or final discharge.
Process employee terminations in payroll software and approved final payroll payments.
Administer and document benefit deductions, retirement contributions, HSA contributions, wage garnishments, child support, and other authorized payroll deductions.
Maintain and reconcile employee leave balances, including vacation, sick leave, and other authorized paid time off.
Record payroll-related entries in the company accounting system.
Prepare payroll summaries, benefits reports, and other requested payroll reports.
Maintain awareness of wage and hour laws, payroll tax requirements, recordkeeping standards, and organizational policies; escalate compliance concerns to the Finance Director.
Respond to routine payroll inquiries, provide authorized employment verifications, and assist employees with payroll and timekeeping procedures.
Protect sensitive information and routinely review its safety and security.
Exercise independent judgment in routine matters and refer significant discrepancies, nonroutine transactions, compliance concerns, and matters requiring specialized accounting expertise to the Finance Director for review and approval.
Pursue continued learning and professional development, remain open to diverse viewpoints, and integrate new skills and knowledge into work.
Communicate clearly verbally and in writing, listen and comprehend effectively, keep others adequately informed, and use appropriate communication methods.