AP & Payroll Specialist

AppleOne - Saratoga, CA

Full-time

Saratoga, CA

Administrative and Support Services

About the position

As an Accounts Payable and Payroll Specialist, you will be the backbone of our financial operations, ensuring accuracy in daily accounts payable, invoicing, billing, and payroll management. Your role is crucial in maintaining our school's financial health while upholding our core values and beliefs. You will be responsible for processing weekly accounts payable through BILL, Divvy, and QBO, ensuring accurate coding and handling of all invoices. Additionally, you will maintain vendor files and manage inquiries, ensuring that all financial transactions are handled smoothly and efficiently. In terms of payroll management, you will collaborate closely with the HR team to validate payroll reports and manage journal entries related to payroll and benefits. Your ability to liaise with faculty, staff, and parents on financial matters will be essential, as you will ensure the smooth handling of requisitions, invoices, and reimbursements. You will also be involved in financial reconciliation, verifying benefits invoices, preparing annual 1099s, assisting with audits, and supporting monthly closing activities. Moreover, you will provide administrative support by maintaining petty cash, offering clerical assistance, and contributing to school community events. This position is not just about numbers; it’s about making a meaningful impact in our school community and supporting our mission with integrity and excellence.

Responsibilities

• Process weekly accounts payable through BILL, Divvy, and QBO, ensuring accurate coding and handling of all invoices.
• Maintain vendor files and manage inquiries.
• Collaborate closely with the HR team to validate payroll reports and manage journal entries related to payroll and benefits.
• Liaise with faculty, staff, and parents on financial matters, ensuring smooth handling of requisitions, invoices, and reimbursements.
• Verify benefits invoices, prepare annual 1099s, assist with audits, and support monthly closing activities.
• Maintain petty cash, provide clerical support, and contribute to school community events.

Requirements

• Bachelor's degree preferred but not required in accounting or a related field.
• Deep understanding of accounts payable and payroll processes.
• Strong work ethic, independence, problem-solving ability, and proficiency with financial software.
• Punctual, organized, detail-oriented, and committed to delivering superior results.
• A customer service mindset with professional decorum is essential.
• An understanding of private school communities and the ability to interact effectively with parents, faculty, administrators, and business partners.

Benefits

• Major medical, dental, vision insurance for temporary assignments lasting 13 weeks or longer.
• 401k and any statutory sick pay where required.
• Opportunities to learn, grow, and contribute to a dynamic environment.