ACCOUNTING ADMINISTRATOR (ON SITE)

The Accounting Administrator plays a critical role in supporting the organization’s financial operations. This position is responsible for managing accounts payable, daily deposits, payroll processing, and maintaining accurate and organized financial records. The Accounting Administrator also acts as a liaison with vendors, employees, and third-party service providers to ensure the integrity and timeliness of all financial transactions and reporting.

Essential Functions and Responsibilities

Accounts Payable and General Accounting

• Receive, review, and verify vendor invoices for accuracy, appropriate documentation, and approval.
• Enter invoices into the accounting system with correct coding and details.
• Prepare and process weekly check runs and ACH payments.
• Reconcile accounts payable transactions and resolve invoice/payment discrepancies with vendors.
• Maintain up-to-date vendor records, including W-9 forms and EIN verification.
• Respond to vendor inquiries regarding payment status and resolve issues professionally and promptly.
• Monitor accounts to ensure timely payments and adherence to payment terms.
• Maintain organized and complete accounts payable files and documentation for audit readiness.
• Assist with month-end close by preparing AP accruals, aging reports, and reconciliations.
• Coordinate with departments to ensure proper documentation for contracts, grants, and purchase orders.
• Assist with the preparation and filing of annual Forms 1099 and 1096 with the IRS.
• Track and report on employee expense reimbursements and credit card usage
• Prepare and post journal entries to the general ledger.
• Post deposits and electronic funds transfers (EFTs) into the accounting program.
• Ensure that IRS Forms 1099 and 1096 are prepared and distributed to vendors and filed with the IRS timely.
• Liaise with the third-party billing company to ensure proper posting of patient services payments.
• Assist in the preparation of monthly, quarterly, and annual financial reports.

Payroll

• Process bi-weekly payroll for all employees, including reviewing timesheets, calculating hours, and validating deductions.
• Ensure compliance with all wage and hour laws and organizational payroll policies.
• Review payroll data for accuracy and resolve discrepancies before final submission.
• Coordinate with HR on new hires, terminations, salary changes, and benefit updates.
• Process manual checks, off-cycle payments, and corrections as necessary.
• Maintain payroll records and ensure confidentiality and secure handling of employee data.
• Administer and track paid time off (PTO), holiday pay, and other time-off policies.
• Support year-end processes, including W-2 distribution and tax filings.
• Stay informed on changes in federal, state, and local payroll laws and regulations.
• Assist with payroll audits, including internal reviews and external compliance examinations.
• Monitor and reconcile 401(k) contributions and other benefit deductions, ensuring compliance with plan requirements.
• Respond to employee questions regarding payroll, tax withholdings, and benefit deductions.

Education and Experience

• Associate’s degree required; Bachelor’s degree in Accounting, Finance, or related field preferred.
• 2+ years of payroll processing experience.
• Experience with payroll systems (e.g., ADP, Paycom, Paychex, or other platforms).

Knowledge, Skills, and Abilities

• Strong understanding of payroll processes, labor laws, and tax regulations.
• Detail-oriented with strong analytical and problem-solving skills.
• Excellent time management and organizational skills.
• Ability to maintain confidentiality and handle sensitive data with integrity.
• Strong Excel skills and proficiency in Microsoft Office Suite.

Physical Requirements

Required to stand or walk as needed; sit for extended periods; manual dexterity to handle, or feel objects, tools, or controls; reach with arms and hands; occasionally climb stairs; balance, stoop, kneel or crouch occasionally; talk and hear; vision abilities required include close vision, distance, color and peripheral vision, depth perception and ability to focus.  Rarely lift and/or move up to 25 pounds.

Working Conditions

For the most part, ambient room temperatures, lighting and a traditional office environment exist.  Rarely may experience traumatic situations including psychiatric and medical crisis situations within the environment. Exposure or potential exposure to hazardous materials may exist, however not routinely.