SR AP Payroll Specialist -Finance Department

UMOS • Milwaukee, WI

1d

About The Position

UMOS is seeking a Senior AP/Payroll Specialist to support accounts payable, payroll, and other Finance Department functions. The role processes vendor invoices and payments, helps maintain accurate transaction records and audit trails, supports payroll preparation in UKG, and assists employees, vendors, managers, and auditors with related inquiries and documentation. The position may also handle deposits, employee 401(k) documents, new employee entry in Sage, and other projects as needed.

The hourly compensation range is $26.94–$33.67, depending on experience. UMOS advertises up to $3,000 in first-year incentive pay. Employment is contingent on successful completion of a criminal background check and driver's license check. Reasonable accommodation will be considered to enable individuals with disabilities to perform the essential functions.

Requirements

• Associate degree in accounting or a related area; related experience may substitute for formal training.
• Experience working within the accounts payable function is required.
• Expertise using PCs with Windows and Excel programs.
• Solid analytical skills.
• Good organizational and communication skills.
• Ability to work comfortably independently or as part of a team.
• Must have a reliable vehicle and adequate car insurance.
• Must be willing and able to work flexible hours as needed.
• Must successfully complete a criminal background check and driver's license check before employment.

Nice To Haves

• Payroll processing experience is preferred.
• Knowledge of Sage Intacct and UKG is strongly preferred.

Responsibilities

• Receive, review, and enter vendor invoices and credit memos in Sage Intacct, verifying accuracy, supporting documentation, payment terms, and required purchase orders, contracts, or receiving records.
• Review positive pay exceptions and upload positive pay daily.
• Code transactions to the appropriate general ledger account and applicable Sage Intacct dimensions, such as entity, department, program, grant, funding source, and location.
• Route invoices through approval workflows, monitor their status, follow up on pending approvals, and alert the Payroll/AP Manager to overdue or unusual items.
• Identify and resolve or escalate duplicate invoices, billing discrepancies, missing documentation, coding errors, unapplied credits, and other payment issues.
• Maintain and enter accurate vendor records and supporting documents, including required tax forms and payment information, in accordance with UMOS procedures and assigned access permissions.
• Prepare payment selections and supporting schedules for review and authorization by the Payroll/AP Manager, follow approved terms and payment schedules, and cut checks daily.
• Respond to vendor and staff questions, research payment or invoice concerns, and reconcile vendor statements and accounts payable activity.
• Prepare accounts payable reports, invoice and payment registers, aging information, and supporting schedules; assist with month-end and year-end close, including outstanding invoice and accrual support.
• Maintain organized transaction records and audit trails, including invoice approvals and supporting documentation for audits, grant reviews, and funder requests.
• Follow UMOS policies, grant requirements, and internal controls; maintain accounts payable procedures and job aids, provide process guidance or cross-training to coworkers, and recommend improvements.
• Monitor the payroll calendar and check whether required time and payroll inputs have been submitted.
• Review UKG timekeeping reports for missing punches, unapproved timecards, exceptions, and unusual hours; follow up with managers when review or approval is needed.
• Enter or verify authorized payroll changes, including approved stipends, supplemental pay, deductions, garnishments, or corrections, according to assigned access.
• Import or confirm approved time and pay data in UKG.
• Run preliminary payroll or exception reports and check for obvious errors, including missing pay, duplicate entries, unusual overtime, and changes without supporting documentation.
• Prepare payroll backup and a list of unresolved items for the Payroll/AP Manager.
• Respond to routine employee questions and route complex issues or unauthorized changes to the manager or HR.
• Prepare and distribute employee annual W-2s and process vendor 1099 statements.
• Receive checks and cash and prepare them for deposit in accordance with Finance procedures.
• Process employee 401(k) enrollment and distribution documents.
• Enter new employees into Sage.
• Make bank deposits and drop mail at the post office as needed.
• Complete other projects and duties as required.

Benefits

• Paid time off that increases with years of service.
• 15 paid holidays annually.
• Health, dental, vision, life, short-term disability, long-term disability, and accidental death and dismemberment insurance.
• Health Savings Account or Flexible Spending Account options.
• Employee assistance program and other support services to promote well-being.
• Retirement plan options, including 401(k) and Roth IRA.
• UMOS annually contributes at least 3% of eligible compensation for employees participating in the 401(k) Retirement Plan.
• Up to $3,000 in incentive pay during the first year of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree