POSITION TITLE: Payroll and Accounts Payable Specialist
FLSA: Non-Exempt
REPORTS TO: Finance Director
TERMS OF EMPLOYMENT: 12 Month Employment, Benefits
JOB SUMMARY:
The Odyssey Preparatory Academy is seeking a dependable, detail-oriented, and experienced Accounts Payable / Payroll Specialist to join our Finance team. This position combines payroll administration and accounts payable responsibilities and requires a professional who can manage both functions with accuracy, efficiency, and confidentiality.
The ideal candidate has hands-on experience with ADP Workforce Now, strong Microsoft Excel skills—including VLOOKUP and pivot tables—and demonstrated experience with full-cycle payroll processing, garnishments, payroll deductions, and year-end W-2 preparation. We are looking for a proactive problem solver who is organized, collaborative, comfortable working independently, and committed to maintaining accurate financial records while communicating effectively with Human Resources and Finance.
Position Details:
- Reports to: Human Resources Director and Finance Director.
- FLSA Status: Non-Exempt.
- Employment: 12-month, full-time position with benefits.
Key Responsibilities:
Payroll Processing and Administration:
- Manage full-cycle, biweekly payroll processing using ADP Workforce Now.
- Review payroll data, reports, and employee records to ensure accuracy and completeness.
- Process and maintain employee payroll deductions, including wage garnishments, benefit deductions, and paid time off (PTO).
- Manage payroll changes and coordinate with Human Resources to ensure accurate employee information.
- Assist with payroll tax reconciliations, including quarterly Form 941 and annual Form 940.
- Coordinate and process annual W-2 and W-3 forms, ensuring accuracy and timely completion.
- Reconcile monthly balance sheet payroll liabilities and payroll-related expense and tax accounts.
- Generate payroll reports and assist with quarterly and year-end payroll activities.
- Respond professionally to employee payroll inquiries while maintaining confidentiality.
- Support payroll system updates, testing, and process improvements.
Accounts Payable:
- Manage full-cycle accounts payable processes, including invoice entry, expense reports, and payment requests.
- Process weekly vendor payments through checks and ACH transactions.
- Verify supporting documentation and ensure accurate general ledger coding.
- Maintain vendor records, including W-9 information.
- Prepare and process annual 1099-MISC and 1099-NEC forms.
- Reconcile vendor statements and resolve discrepancies.
- Assist with month-end accruals, audits, and financial reporting.
- Maintain organized and accurate accounts payable records.
- Communicate effectively with vendors and internal departments regarding payment inquiries.
Required Qualifications and Skills:
Preferred Qualifications:
- Experience with QuickBooks Online and Bill.com.
- Experience with payroll reporting, reconciliation, and year-end payroll processes.
- Experience working in a school district or educational organization.
- Associate's degree, bachelor's degree, or equivalent relevant work experience.
Benefits and Employment Information:
- Full-time, year-round employment.
- Health insurance benefits.
- 10 days of sick/PTO.
- Flexible remote/in-person schedule outside of payroll processing dates.