Accounts Payable & Payroll Specialist

Vision and Mission:

At United Way of Northeast Florida, we envision a community of opportunity where everyone has hope and can reach their full potential. Our mission is to solve our community’s toughest challenges by connecting people, resources and ideas.
Diversity, Equity and Inclusion is not only valued and demonstrated in our hiring practices, it is a fundamental part of our mission throughout our organization and the communities we serve.
 

Our Values:

• Teamwork – We work together to accomplish our goals and help each other succeed.
• Innovation - We are fearless, imaginative trail blazers.
• Mission Focused- We are passionate about our community’s wellbeing and creating             lasting change.
• Integrity – We are honest, transparent and act ethically to create trust.
• Excellence – We set clear, high expectations for ourselves and our work.
 

Purpose of Position:

An Accounts Payable (AP) & Payroll Specialist is responsible for timely and accurate data entry and payment processing of company’s payables and payroll, reconciling related accounts and completing various reporting requirements while adhere with company’s internal policies and procedures.

Key Responsibilities and Essential Functions: 

• Monitor and manage dedicated AP & Payroll inboxes 

• Enter and post invoices, grant request, expense reimbursements, allocation payouts, and     other payables into accounting system 

• Confirm proper GL coding of such 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 while       adhering to financial policies and procedures 

• Investigate and resolve problems associated with processing of AP and payroll 

• Maintain and ensure accuracy of vendor files/records (name, address, W-9, ACH                   information, etc.) 

• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly       vendor statements 

• Reconcile the accounts payable ledger to ensure that all bills and payments are accounted    for and properly posted. 

• Generate reports detailing accounts payables status 

• Prepare grant financial reporting and invoicing on the 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 and software programs 

• Review timesheet data, payroll information and pension feedback files to ensure            completes and accuracy 

• Process changes to payroll, such as new hires, terminations, and wage increases 

• Resolve payroll and pension discrepancies by collecting and analyzing information 

• Process payroll and pension contributions, ensuring that employees receive accurate and      timely payments 

• Compile summaries of earnings, taxes, deductions, leave, and non-taxable wages and           reporting on this 

• Maintain accurate records of payroll documentation and transactions. 

• Ensure compliance with federal, state, and local payroll, wage, and hour laws and best         practices. 

• Coordinate with HR department to ensure correct employee data 

• Provide payroll information when requested by answering questions and requests 

• Maintain employee confidence and protects payroll operations by keeping information    confidential 

• Stay current with changes in legislation that may affect payroll 

• Perform other such duties as may be assigned by the supervisory team 

• These job responsibilities are to be the main emphasis of this position. As with every job at United Way, it is not possible to define jobs precisely. Should the need exist, every person in the organization will assist in any way necessary to assure an efficient and cooperative environment.

Experience/Qualifications: 

• Bachelor’s degree in finance, accounting or any other related field 

• At least 3 years of proven experience in the similar role 

• Efficient with NetSuite, Paychex, and other accounting and payroll tools 

• Knowledge and understanding of GAAP (General Accepted Accounting Principles) 

• Familiar with payroll procedures and can manage multiple tasks in a timely and effective manner 

• Utilizes payroll software and employs a keen understanding of financial and tax regulations to perform duties 

• Demonstrated proficiency in the use of computer equipment, phones, various software programs and resource file 

• Intermediate level Excel skills and hands-on experience with proprietary software • Excellent organizational skills and attention to detail 

• Proactive to identify and resolve problems 

• Comfortable working in a fast-paced environment and adapt readily to changes 

• Ability to work effectively under stress and maintain productivity and composure under pressure 

• Effectively prioritizes work and establishes clear goals in coordination with supervisor 

• Ability to work with limited supervision while maintaining motivation and a high standard of work 

• Strong listening and written and verbal communication skills 

• A clear understanding of the importance of confidentiality 

• Service-oriented – understands the purpose of their work and the importance of delivering a high standard of work 

• Flexibility to work within a hybrid, remote environment 

• Overtime as assigned 

• Ability to pass a background check and pre-employment drug screening 

• Keep all activities in line with the core values and contribute to the positive culture of United Way of NE Florida 

• Actively participate in the broader organizational activities and be a brand steward within the community, outside agencies and/or programs to enhance United Way services to the community 

• Staff members who drive a vehicle on UWNEFL business must provide proof of a valid driver’s license and current automobile insurance
 

Compensation and Benefits: 

• Competitive Pay – Commensurate with education and experience based on current market 

• Health Insurance – Generous zero to low-cost Medical, Dental, and Vision for employees and dependents 

• 403(b) Matching – Generous matching up to 6% of annual pay 

• Holidays – 11 paid holidays, three personal holidays, and four year-end bonus days

• Vacation – Two weeks paid vacation

• Flexible Schedule – Hybrid working environment with the ability to modify as needed 

• Vibrant Work Environment – office space in The Jessie in downtown Jacksonville, a nonprofit and community gathering space in a sustainable, state-of-the-art facility with free monthly parking 

• Purpose – Help United Way transform NEFL into a community of opportunity and hope for ALL people 

• Employee Assistance Program 

• A fun, challenging, and inclusive culture
 

General Physical Requirements for Essential Functions of the Job:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit, talk, and/or hear. Continual use of the hands with wrist and finger movement using a keyboard is required. Specific vision abilities required by this job include long hours viewing a computer monitor screen. The employee may occasionally travel using personal vehicle and/or work outside normal office environment.
This description is not designed to contain a comprehensive inventory of all responsibilities and qualifications required of all team members assigned to this position. It is intended only to describe the key elements relative to each section. Also, duties and/or requirements of this position may be modified, added or deleted at any time. This supersedes all descriptions previously written for the same position. Unique equivalent skills and experience may possibly substitute for required position requirements.
 

Additional Information:

The attributes listed above represent our current thinking for the role. You can be a great candidate even if you don't fit everything we've described. You can also have important skills we haven't thought of. If that's you - even if you’re on the fence - we encourage you to apply and tell us about yourself! Unique equivalent skills and experience may possibly substitute for required position requirements.

We have built an environment that celebrates the differences in backgrounds and experiences. United Way invests in activities that lead to greater inclusion, diversity, and equity. We are an equal-opportunity employer and we especially encourage and invite members of traditionally underrepresented communities to apply.
United Way of Northeast Florida is an Equal Opportunity Employer and a Drug Free Work Environment.
UWNEFL reserves the right to adjust work location.