Accounts Payable & Payroll Specialist

$47,840 - $49,920/Yr

United Way - Jacksonville, FL

Full-time - Mid Level

Hybrid - Jacksonville, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Accounts Payable & Payroll Specialist at United Way of Northeast Florida is responsible for the timely and accurate processing of payables and payroll, ensuring compliance with internal policies and financial regulations. This role involves data entry, account reconciliation, and reporting, while maintaining vendor relationships and supporting the organization's mission to create a community of opportunity.

Responsibilities

• Monitor and manage dedicated AP & Payroll inboxes
• Enter and post invoices, grant requests, expense reimbursements, and other payables into the accounting system
• Confirm proper GL coding of entries and attach relative support and approvals
• Generate and process monthly designation payouts
• Ensure payment requests are processed and paid in a timely and accurate manner
• Investigate and resolve problems associated with processing of AP and payroll
• Maintain and ensure accuracy of vendor files/records
• Verify and investigate discrepancies by reconciling vendor accounts and monthly vendor statements
• Reconcile the accounts payable ledger to ensure all bills and payments are accounted for
• Generate reports detailing accounts payables status
• Prepare grant financial reporting and invoicing on a monthly basis
• Establish and maintain relationships with new and existing vendors
• Assist during the annual external audit
• Prepare supporting documents/vendor records for tax return preparation
• Prepare and file annual forms 1099
• Collect, calculate, and enter data to maintain and update payroll and administrative databases
• Review timesheet data, payroll information, and pension feedback files
• Process changes to payroll, such as new hires, terminations, and wage increases
• Resolve payroll and pension discrepancies
• Process payroll and pension contributions
• Compile summaries of earnings, taxes, deductions, leave, and non-taxable wages
• Maintain accurate records of payroll documentation and transactions
• Ensure compliance with federal, state, and local payroll laws
• Coordinate with HR department to ensure correct employee data
• Provide payroll information when requested
• Maintain employee confidence and protect payroll operations by keeping information confidential
• Stay current with changes in legislation that may affect payroll

Requirements

• Bachelor's degree in finance, accounting, or related field
• At least 3 years of proven experience in a similar role
• Efficient with NetSuite, Paychex, and other accounting and payroll tools
• Knowledge and understanding of GAAP
• Familiar with payroll procedures
• Intermediate level Excel skills
• Excellent organizational skills and attention to detail
• Proactive to identify and resolve problems
• Ability to work effectively under stress
• Strong listening and written and verbal communication skills
• Ability to work with limited supervision

Nice-to-haves

• Experience in a nonprofit environment
• Familiarity with tax regulations
• Experience with grant financial reporting

Benefits

• 403(b) matching
• Paid holidays
• Health insurance
• Dental insurance
• Employee assistance program
• Vision insurance
• Flexible schedule