Staff Accountant - Accounts Payable / Payroll

Description

Staff Accountant - Accounts Payable / Payroll

The Staff Accountant - Accounts Payable / Payroll is responsible for managing the company’s day-to-day Accounts Payable and Travel & Expense operations, while providing payroll support and backup coverage, as well as assisting with general accounting and month-end close activities. The company is continuously evolving from a technology and business offering standpoint; as such, it should be expected the role will evolve and grow in parallel.

This role will have primary responsibility for the company’s accounts payable function, including invoice processing, vendor payments, vendor maintenance, expense transactions, reconciliations, and resolution of vendor-related issues. The position will also be cross-trained to support the payroll function and provide payroll coverage during planned and unplanned absences of the Payroll & AP Manager.

This role works closely with Accounting, Finance, Human Resources, Operations, and other departments to maintain accurate financial records, ensure timely and accurate payments and payroll processing, resolve issues, support month-end close, and strengthen accounting processes and internal controls. The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced technology environment, and able to manage multiple priorities while maintaining a high degree of accuracy, confidentiality, and accountability.

Key Responsibilities

Accounts Payable

• Manage the day-to-day accounts payable function from invoice receipt through payment.
• Review invoices for accuracy, appropriate documentation, coding, and required approvals.
• Process vendor invoices accurately and timely within the accounting system.
• Prepare and process vendor payments through ACH, check, wire transfer, or other approved payment methods.
• Monitor outstanding invoices and ensure payments are made in accordance with established payment terms.
• Maintain accurate vendor records, including payment information and supporting documentation.
• Research and resolve invoice discrepancies, duplicate invoices, payment questions, and other vendor issues.
• Respond to vendor inquiries professionally and timely.
• Reconcile vendor statements and investigate outstanding or aged items.
• Manage employee expense reports and corporate credit card transactions, as applicable.
• Review expense and corporate card transactions for appropriate coding, supporting documentation, and business purposes.
• Maintain organized and complete accounts payable documentation and audit trails.
• Monitor AP deadlines and ensure timely completion of invoice processing and payment activities.
• Identify and escalate unusual or high-risk transactions, payment issues, or discrepancies.
• Serve as a key point of contact for employees, vendors, and internal stakeholders regarding accounts payable and payment-related questions.
• Identify opportunities to improve accounts payable processes, workflows, documentation, and controls.

Travel & Expense / Corporate Card Administration

• Manage the day-to-day administration of the company’s corporate credit card and employee travel and expense program.
• Review employee expense reports and corporate credit card transactions for accuracy, appropriate coding, required receipts, business purpose, and compliance with the company’s Travel & Expense Policy.
• Monitor employee and corporate card transactions to ensure expenses are submitted, documented, coded, and reconciled within established deadlines.
• Follow up with employees regarding missing receipts, incomplete documentation, unclear business purposes, incorrect coding, or expenses that do not comply with company policy.
• Review travel-related expenses, including airfare, lodging, ground transportation, meals, and other business travel expenses, for compliance with established guidelines.
• Assist employees with questions regarding corporate card usage, reimbursements, expense submissions, and Travel & Expense Policy requirements.
• Administer corporate credit cards, including card issuance, changes, cancellations, and other account maintenance as assigned.
• Monitor corporate card activity and identify unusual, duplicate, personal, or potentially non-compliant transactions for follow-up and escalation.
• Maintain complete and organized supporting documentation for employee expenses and corporate card transactions.
• Partner with employees and department leaders to resolve expense-related questions and ensure timely submission and approval of expenses.
• Support enforcement and consistent application of the company’s Travel & Expense Policy.
• Identify opportunities to improve travel and expense processes, controls, reporting, and employee guidance.

Payroll

• Serve as the primary backup to the Payroll & AP Manager and provide payroll coverage during planned and unplanned absences.
• Cross-train on the company’s payroll processes, systems, procedures, and deadlines to ensure continuity of payroll operations.
• Assist with the end-to-end payroll process, including preparation, review, processing, and post-payroll activities.
• Review employee timecards for completeness and accuracy and follow up on missing or incorrect time entries.
• Assist with employee payroll changes, including new hires, terminations, pay rate changes, bonuses, commissions, deductions, and other payroll-related updates.
• Respond to employee questions regarding paychecks, earnings, deductions, taxes, timecards, and other routine payroll matters, escalating complex issues as appropriate.
• Assist with payroll tax compliance by reviewing payroll tax information, researching discrepancies, and supporting payroll tax filings and related requirements.
• Assist with the administration and reconciliation of payroll deductions, including benefits, retirement plan contributions, garnishments, levies, and other payroll-related deductions.
• Research and resolve payroll discrepancies, including issues related to pay, deductions, tax withholding, timekeeping, and employee setup.
• Assist with payroll-related reconciliations, including payroll registers, payroll liabilities, and payroll-related general ledger accounts.
• Assist with payroll-related audits, reporting, and year-end activities, including W-2 and other required payroll reporting.
• Maintain accurate and confidential payroll records and supporting documentation.
• Follow established payroll procedures, internal controls, and confidentiality requirements.
• Develop the knowledge and proficiency necessary to independently process payroll in the absence of the Payroll & AP Manager.

Accounting & Month-End Close

• Assist with monthly, quarterly, and year-end accounting close activities.
• Reconcile accounts payable and other assigned general ledger accounts.
• Prepare journal entries, accruals, and account reconciliations as assigned.
• Review accounts payable activity for appropriate classification and accounting treatment.
• Identify outstanding liabilities and assist with preparation of month-end accruals.
• Research and resolve discrepancies between subsidiary records and the general ledger.
• Assist with preparation of financial schedules and supporting documentation.
• Provide AP and payroll information and supporting documentation required for month-end close.
• Assist with maintaining accurate and timely accounting records and schedules.

Controls, Compliance & Reporting

• Follow established accounting policies, approval requirements, and internal controls.
• Ensure appropriate supporting documentation is maintained for financial transactions.
• Assist with annual audits and other financial or compliance reviews by preparing requested schedules and documentation.
• Support vendor tax reporting, including collection and maintenance of W-9 documentation and preparation of annual 1099 reporting.
• Protect confidential company, employee, banking, and vendor information.
• Identify opportunities to improve accounts payable, payroll, documentation, controls, and overall accounting processes.

Cross-Functional Support

• Partner with department leaders and employees to obtain invoice approvals, appropriate coding, and supporting documentation.
• Work collaboratively with Finance, Human Resources, Operations, Procurement, and other teams to resolve accounting, payroll, expense, and payment-related questions.
• Assist with implementation and ongoing use of accounting, payroll, accounts payable, and expense management technology.
• Support additional accounting projects and responsibilities as needed.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2+ years of accounts payable, staff accounting, or related accounting experience required.
• Experience with payroll processing or payroll administration preferred; willingness and ability to become proficient in the company’s payroll system and payroll procedures required.
• Strong understanding of basic accounting principles, general ledger activity, and accounts payable processes.
• Experience with accounting or ERP systems; experience in a technology or SaaS environment is a plus.
• Proficiency with Microsoft Excel and/or Google Sheets.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Clear and professional written and verbal communication skills.
• Ability to work independently while collaborating effectively across departments.
• High level of discretion when handling confidential financial and business information.

Preferred Qualifications

• Experience working for a technology, SaaS, or high-growth company.
• Experience with automated accounts payable or expense management platforms.
• Familiarity with purchase orders, procurement workflows, and approval controls.
• Experience assisting with month-end close and general ledger reconciliations.
• Experience with 1099 reporting and vendor compliance.
• Experience improving or documenting accounting processes and procedures.

Core Competencies

• Accuracy and attention to detail
• Organization and follow-through
• Accountability and ownership
• Analytical problem-solving
• Confidentiality and discretion
• Clear communication
• Cross-functional collaboration
• Process improvement
• Adaptability in a fast-paced environment
• Ability to meet deadlines with minimal supervision

Position Details

Job Title: Staff Accountant - Accounts Payable / Payroll

Department: Accounting / Finance

Reports To: Payroll & AP Manager

Employment Type: Full-Time

FLSA Status: To be determined based on position responsibilities and applicable law