Payroll & AP Admin

Dunkin'•Pittsburgh, PA

8d•Onsite

About The Position

Provide accurate, timely payroll processing and accounts payable support for Heartland Restaurant Group and its subsidiaries. At Heartland Restaurant Group, a franchisee of Dunkin’, we are employee-first fanatics! As one of the fastest-growing companies and top workplaces in the region over the past 18 years, we have helped bring the resurgence of Dunkin’ to Pittsburgh, Western Pennsylvania, Southeastern Ohio, and northeastern West Virginia. We currently employ approximately 2,000 Team Members across 79 locations and continue to grow. The Payroll & Accounts Payable Administrator is responsible for ensuring employees are paid accurately and on time while providing essential accounts payable support. This position also supports payroll system integrations, reconciliations, audits, compliance, and process improvements.

Requirements

At least three years of payroll processing experience
At least three years of recent experience using an HRIS or payroll processing system; experience with ADP Workforce Now or Paycom preferred
Working knowledge of accounts payable processes and accounting software; experience with Sage or Intuit products preferred
Strong knowledge of payroll laws, prevailing wage requirements, garnishments, and benefit deductions
Advanced proficiency in Microsoft Office, including Excel, Teams, Outlook, Word, and PowerPoint
Excellent attention to detail and strong organizational and problem-solving skills
Ability to manage multiple priorities and deadlines in a fast-paced environment
High level of confidentiality, integrity, and professionalism

Nice To Haves

experience with ADP Workforce Now or Paycom preferred
experience with Sage or Intuit products preferred

Responsibilities

Process full-cycle, multi-state, biweekly payroll for approximately 2,000 employees
Manage payroll tax processing and Electronic Federal Tax Payment System (EFTPS) transactions
Process garnishments, child support orders, benefit deductions, and 401(k) contributions and adjustments
Reconcile payroll transactions, payroll reports, system data, and general ledger entries
Coordinate with Human Resources, Accounting, and Operations to maintain accurate employee records
Process new hires, including personal and tax information, wage details, direct deposit or pay card setup, and required documentation
Process Personnel Action Forms (PAFs), including compensation changes, promotions, transfers, and terminations
Maintain strict confidentiality and safeguard sensitive payroll and employee information
Implement, maintain, and support payroll and timekeeping software integrations
Ensure compliance with federal, state, and local wage-and-hour laws
Assist with year-end reporting, including Forms W-2, W-3, and 1095
Develop and update payroll-related policies and procedures
Coordinate payroll system setup for new restaurant locations with the payroll provider
Respond to employee payroll inquiries professionally and promptly
Review, code, and enter vendor invoices accurately and promptly
Verify invoices for proper documentation, approvals, purchase orders, and general ledger coding
Match invoices to purchase orders, receiving records, and supporting documentation
Prepare and process scheduled vendor payments, including checks, ACH payments, and electronic transactions
Maintain accurate vendor information, payment terms, and tax documentation
Review vendor statements and research outstanding or missing invoices
Respond to vendor and internal inquiries regarding invoices and payment status
Identify and resolve invoice discrepancies, duplicate charges, pricing issues, and payment concerns
Reconcile accounts payable records to vendor statements and general ledger accounts
Track recurring expenses and ensure invoices are received and processed by required deadlines
Assist with new vendor setup and obtain required documentation, including completed Forms W-9
Support annual Form 1099 preparation and reporting
Maintain complete, organized electronic and paper accounts payable records
Assist with month-end and year-end closing procedures
Support internal and external audits by providing requested documentation
Communicate effectively with restaurant managers, department leaders, vendors, and Accounting team members
Follow company accounting policies, approval procedures, and internal controls
Assist the Accounting and Finance teams with administrative tasks and special projects as needed