Payroll And AP Specialist

Aston Carter•Seattle, WA

1d•$34 - $36•Hybrid

About The Position

This hybrid Staff Accountant role with a non-profit organization in South Lake Union focuses on payroll, accounts payable, and general accounting support in a mission-driven environment. The position operates on a temp-to-hire basis and plays a key role in ensuring accurate and timely payroll processing, benefits allocations, vendor payments, and regulatory compliance while supporting broader accounting and audit functions.

Requirements

4–6 years of experience working as a Staff Accountant within a corporate or similar professional environment.
Proficiency with the MIP (Abila MIP) accounting system, including general ledger and reporting functions.
Strong knowledge of payroll administration, processes, and procedures, including relevant regulatory requirements and employment laws.
Hands-on experience with accounts payable, including invoice processing, AP aging, and vendor maintenance.
Experience with general ledger accounting, reconciliations, journal entries, and month-end processes.
Proficiency with Microsoft Excel, including spreadsheets and basic analysis.
Proficiency with Microsoft Word for document preparation and reporting.
Proficiency with Microsoft Access or similar database tools for data management and reporting.
Ability to prepare and support financial, audit, and compliance reporting on a monthly, quarterly, and annual basis.
Strong attention to detail and accuracy in all payroll and accounting work.
Ability to manage multiple tasks and deadlines in a structured, deadline-driven environment.

Nice To Haves

Experience working in a non-profit accounting environment, particularly with grant or project-based funding, is highly beneficial.
Familiarity with project accounting and allocating payroll and benefits across multiple funding sources.
Experience with preparation and maintenance of W-9 and W-8 forms and related vendor compliance.
Knowledge of 1099 and 1042-S reporting requirements and processes.
Experience supporting internal and external audits, including financial statement, single, and retirement plan audits.
Comfort with electronic data capture and reporting tools used in modern accounting environments.
Strong communication skills to effectively collaborate with Accounting, HR, vendors, and employees.
Commitment to continuous learning and staying current on changes in payroll laws, wage regulations, and accounting standards.

Responsibilities

Process semi-monthly payroll accurately and on time, ensuring all employees are paid correctly and in accordance with organizational policies.
Maintain complete and accurate payroll records, including earnings, deductions, and benefits, and ensure compliance with all applicable 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 in the accounting system.
Ensure compliance with Federal salary caps and other funding-related compensation requirements.
Reconcile payroll with the accounting system (MIP), including statutory tax filings, deductions, and related entries.
Generate payroll-related reports for Accounting and Human Resources, such as hours worked, accruals, and flexible spending account (FSA) activity.
Maintain the payroll calendar, including pay dates and cut-off dates, and manage employee direct deposit setup.
Stay current on tax laws, wage and hour regulations, and payroll system changes, and apply updates as needed.
Respond to employee payroll inquiries, research issues, and resolve discrepancies promptly and professionally.
Receive, verify, code, and process vendor invoices and employee reimbursements in accordance with organizational policies.
Conduct regular check runs and submit positive pay reports to the bank to support secure disbursement processes.
Maintain and reconcile accounts payable aging and related general ledger balances, ensuring accuracy and timeliness.
Ensure vendor records comply with W-9/W-8 requirements and support accurate preparation of 1099 and 1042-S forms.
Process credit card transactions and travel reimbursements in line with established policies and procedures.
Reconcile vendor statements, maintain positive vendor relationships, and resolve billing or payment discrepancies.
Identify and record use tax liabilities as required, ensuring proper tax compliance.
Manage accounts payable documentation, including check logs, cash receipt records, and filing systems, to support audit readiness.
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 financial policies and external regulatory requirements across payroll and accounts payable activities.
Make deposits and maintain an accurate cash receipt log.
Monitor and track employee education benefit usage in alignment with organizational policies.
Perform other accounting duties and projects as assigned to support the finance team.

Benefits

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)
12 holidays per year (9 stated and 3 floating)
3 weeks of paid time off (15 workdays) with an additional day added for each year of service
A personal day available after six months of employment
403(b) plan with immediate eligibility for employee contributions
Discretionary employer contribution of 7% of compensation after one year of service
Premiums fully paid by the employer for medical, dental, vision, life, and disability coverage
Optional buy-up medical plans
Additional voluntary benefits such as supplemental life and disability
Flexible spending accounts
Transportation fringe benefits
Pet insurance
Expense reimbursement for ongoing education, currently up to $1,200 per year