Accounts Payable and Payroll Manager

Payroll and Retirement

• Setup new employee base information and update current employee information, including pay rates, taxes, garnishments, and benefit deductions. 
• Process bi-weekly payroll including verifying hours through electronic timesheets, calculating overtime and retro pay, processing benefit deductions, direct deposit setup, etc. 
• Research and resolve all payroll issues/discrepancies in a timely and accurate manner.
• Provide support to employees in resolving payroll and electronic timesheet issues and answering any of their other payroll-related questions.
• Set up and manage personnel allocations in HRIS.
• Ensure documentation is current on all new and existing payroll applications and processes.
• Compute monthly workers compensation and short-term disability and prepare billing.
• Compute monthly PFML and prepare billing.

Retirement Benefits 

• Works closely with the CFO to oversee the organizations retirement benefits.
• Coordinate 401K changes that impact payroll calculation, deductions, taxes, accrual, etc.
• Review reports each payroll to ensure that 401(k) deductions are accurate and up to date and reconcile with information held by the record keeper, MA Mutual.
• Handle escalated 401K inquiries and complaints to ensure quick, equitable, courteous resolution.
• As Plan Administrator review and approve employee distributions, loans, rollovers, etc. and maintain a record of the transactions. 
• Work with our third-party administrator in the preparation of and distribution to employee accounts of the matching component of the retirement plan.
• Work with our third-party administrator and our auditors in the preparation of the annual audited retirement report and the preparation and filing of the associated tax reports.
• Communicate to staff changes made to the retirement plan and employer contributions to their retirement accounts.
• For those employees temporarily out on a leave of absence or disability, and with an outstanding loan from their retirement account, suspend their payments made through payroll in MA Mutual and upon return have Ma Mutual recalculate a new loan payment amount.
• Prepare and post the retirement plan’s Summary Annual Report on Paylocity.
• Participate in meetings with the third-party administrator.  
• Assist HR with open enrollment for retiree insurance benefits.
• Ensures retirement plans are administered in accordance with company, state, and federal guidelines and regulations.
• Maintains knowledge of legal and regulatory changes, trends, and other developments affecting retirement benefits.

Accounts Payable and Expense Management

• Oversee the accounts payable process including processing invoices, collecting vendor and client documentation and information, setting up vendors and clients in BILL, and supporting vendors and clients as needed.
• Review BILL for invoices that need to be approved and/or paid and follow up with the CFO and staff as needed. 
• Oversee the monthly credit card reconciliation process by creating and reviewing expense reports, syncing them into the accounting system, and following up with staff as needed.
• Review staff reimbursements and add to payroll.
• Manage staff, vendor, and client inquiries regarding invoices, payments, coding and allocations, credit card transactions and supporting documentation, and reimbursements.
• Oversee the annual 1099 process.

Other

• Assist with annual audits and other work as needed. 

Requirements

• Candidate must have a minimum of two years of payroll experience 
• Experience working with outsourced payroll vendors, preferably ADP and Paylocity and experience working with electronic timekeeping
• One to two years of experience with accounts payable and expense management is preferred
• Must be proficient in the use of Microsoft Office applications, especially Excel
• Must be able to be self-directed and work independently with minimal supervision
• Ability to manage sensitive/confidential information appropriately
• Strong organizational skills and attention to detail and accuracy
• Ability to adapt to fast-paced and changing environments
• Ethical Practice
• Cultural Awareness with a dedication to diversity and inclusion
• Spirit of collaboration and teamwork