Job Title: Payroll & Account Payable Specialist
FLSA Classification: Exempt
Department: The Accounting Department
Reports To: Controller
Date of Posting: 04/20/21
OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued. Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students. Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.
The Payroll & Accounts Payable Specialist is responsible for a variety of highly sensitive and confidential accounting duties including managing accounts payable, the payment process, processing semiweekly payroll, reconciliation of general ledger accounts related to accounts payable and payroll, as well as being able to work both independently and collaboratively while also prioritizing a diverse workload.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties may be assigned.
- Collect and review paper and electronic timesheets and process accurate semi-monthly payroll
- Verify all amounts both before and after payroll checks are processed on the computer
- Maintain and track paid time off (PTO) accruals and other leave programs and check for accuracy
- Provide information and clarification for any employee questions related to timesheets, salary calculations, and leave balances
- Maintain payroll-reporting records and manage quarterly reports and year-end employee W-2.
- Maintain accurate employee information in the payroll software program to include contract amounts, payroll deductions and fringe benefits.
- Process and pay payroll taxes
- Process vendor invoices, including coding to appropriate projects, departments, and general ledge accounts, make payments on a timely basis (including checks and wire payments), and investigate and resolve billing discrepancies or misapplied cash transactions
- Process all invoices or billings pertaining to purchase orders. Match the invoices to the purchase order and the packing slips to insure accuracy. Attach the invoices to the purchase order for payment after verifying quantity shipped and amount invoiced. Enter the appropriate information into the accounts payable system for processing payments
- Audit outstanding invoices and purchase orders
- Review, post, and pay monthly employee expense reports
- Process general ledger journal entries related to Accounts Payables expenses.
- Reconcile general ledger accounts on a monthly basis and ensure all transactions are accurate and complete within five days of month end
- For assigned general ledger accounts, prepare auditor requested reconciliations and provide supporting documents for year-end financial statement audit
- Participate in special projects and initiatives and provide general support to Controller as needed
- Associate or Bachelor’s Degree in Accounting, Finance, or Business Administration from an accredited university.
- 1+ years of experience working with accounts payable and payroll.
- Familiarity with payroll laws
- Demonstrated working knowledge of generally accepted accounting principles (GAAP), non-profit/fund accounting, college or university accounting, and payroll laws
- Knowledge of accounts payable/general ledger systems and procedures and financial chart of accounts
- Ability to create and run reports from a database
- Advanced Microsoft Office skills, particularly in Excel and Word
- Excellent verbal and written English communication skills to support effective interaction with various levels of faculty, staff, students, and other constituents
- Strong management and supervisory skills that include hiring, training, evaluating, and developing staff
- Demonstrated high degree of ethics, integrity, honesty, and respect for confidential information.
- Ability to maintain a high level of accuracy and attention to detail
- Ability to work independently, as needed, with limited supervision
- Ability to work with a highly diverse staff and student body and to communicate effectively with those of a different background with tact, diplomacy, and discretion
- Strong work ethic with the ability to excel in a demanding, outcome-oriented, and dynamic work environment
Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act. As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.
- Payroll certification
- Experience with Colleague Ellucian payroll systems and ADP payroll system