Accounting/Payroll Specialist

Position Purpose

Primary support to Fiscal Manager, providing backup and training for all functions of finance department with focus on payroll and benefit administration.

Essential Job Responsibilities – Performance Indicators

Payroll (40%)

1. Review and calculate time cards on routine basis, follow up and process.
2. Code time card activity to appropriate accounts and follow up with reports/billing as needed.
3. Calculate, print and insure distribution of paychecks utilizing computerized payroll system.
4. Generate, audit and maintain files of all payroll activity, following required retention schedules for all payroll related documents.
5. Prepare purchase orders for deductions and tax payments.
6. Prepare and submit bi-weekly, quarterly and yearly tax and related reports payments.
7. Keep current on wage and hour laws and insure wages are paid following current guidelines.
8. Provide supervisors with bi-weekly reports of leave balances.

Benefit Administration (20%)

1. Ensure documents related to insurance, beneficiaries, payroll deductions and other benefits are completed and maintained.
2. Ensure timely and accurate vendor enrollment for benefited staff.
3. Coordinate insurance enrollments for pre-tax deductions.
4. Conduct monthly audit of employee benefit status, including payment of insurance premiums, flexible spending accounts, tax sheltered annuities, etc.
5. Track COBRA payments from terminated employees, maintaining records and terminating coverage when appropriate.
6. Prepare purchase orders, verify and make appropriate adjustments to vendor invoices from benefit providers.

Training and Backup (15%)

1. Provide staff training and support for fiscal personnel on MIP inputs and reports as well as new hire training for Accts Receivable and Accts Payable Clerks.
2.  Assist Fiscal Manager in designing and delivering Accounts Payable and Receivable and other accounting functions on as needed basis.
3. Provide backup functions to other accounting clerks.

Accounting Support (25%)

1. Assist Fiscal Manager in preparation and updating of Finance Procedures.
2. Assist Fiscal Manager in maintaining computerized financial record keeping systems.
3. Provide support in all phases of the accounting office; assume other accounting functions, including accounts payable and receivable when required.
4. Act as accounting resource person for accounting and agency staff as needed.
5. Track capital equipment and maintain files in accordance with federal regulations.
6. Assist Fiscal Manager for budget preparation.
7. Assist Director and Managers in preparation of various financial status reports.
8. Assist Fiscal Manager for internal and external audit preparation.
9. Provide all other fiscal requirements as needed basis.
10. Attend occasional meetings, trainings etc. as needed or required.
11. Perform other duties as requested.
     

Minimum Qualifications:

Bachelor’s Degree in Accounting, Business or other related field preferred or a combination of related Associate Degree with the following:

• Minimum of five years accounting or related work experience with focus in payroll, full cycle bookkeeping A/P, A/R. Fund accounting experience preferred.
• Advanced computer skills (Word Processing, Spreadsheets, Accounting Software, etc.)
• Knowledge of wage and hour law and payroll regulations.
• Excellent written and verbal communication skills.
   

Knowledge, Skills and Abilities:

• Strong organizational skills, the ability to monitor and prioritize work load and meet strict deadlines.
• Ability to perform accounting processes, including familiarity with accounting theory and practices.
• Sustained concentration and attention to detail and accuracy.
• Strong interpretation and problem solving skills, particularly mathematical, accounting, and regulatory obligations.
• Ability to communicate (verbal and written) effectively and appropriately with others.
• Ability to work in a team environment, provide training and assistance in collaborative fashion.
• Regular sitting, working at computer keyboard and desk.
• Regular standing to file miscellaneous documents in filing cabinet.
• Occasional bending, stooping and lifting up to 25 lbs.
   

Misc.

• Enrollment in Child Care Division- Criminal History Registry Required
• All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.
   

Position Information

• 52 weeks per program year
• Pay grade 10.
• Supervised by Fiscal Manager
   

This Job Description was last updated on Jan 2008

Policy Council approved January 8, 2008

Head Start of Lane County is EEO Employer.