Job Title : Accounts Payable and Finance Specialist FLSA Status: Non- Exempt
Department: Finance Reports to: Finance Director
Effective Date: Pay Rate: $40,000 -$45,000 year
$19.23-$21.63 hour
The Accounts Payable & Payroll Specialist is responsible for the accurate and timely processing of accounts payable, payroll, and related financial transactions for Bay Area Turning Point, Inc. (BATP). This position supports the agency’s daily financial operations by ensuring that vendor payments, employee payroll, financial records, and supporting documentation are processed in accordance with established agency policies and procedures.
HOURS: Full-time, 40 hours per week; work schedule as assigned.
Essential Duties and Responsibilities:
1. Accounts Payable
• Receive, review, and process vendor invoices and payment requests.
• Verify invoices for accuracy, appropriate approvals, and supporting documentation.
• Enter invoices and payment information into the agency’s accounting system.
• Process approved vendor payments according to established payment schedules.
• Monitor outstanding invoices and communicate payment concerns to the Finance Director.
• Process approved employee reimbursements and agency expenditures.
• Track agency credit card transactions, collect receipts, and ensure timely payment of credit card balances.
• Maintain organized accounts payable records and supporting documentation.
• Review vendor statements and assist with resolving payment discrepancies.
2. Payroll Processing
• Prepare and process employee payroll according to established payroll schedules.
• Review employee timesheets for completeness and accuracy.
• Enter approved payroll adjustments, deductions, and compensation changes.
• Coordinate with Human Resources regarding new hires, employee separations, and payroll changes.
• Review payroll registers and identify discrepancies before final payroll approval.
• Maintain accurate and confidential employee payroll records.
• Assist with payroll-related reports and basic reconciliations.
• Coordinate with the payroll provider to resolve routine payroll processing issues.
• Assist with year-end payroll documentation as requested.
3. Expense Coding and Grant Support
• Enter approved expense and payroll allocations into the accounting system.
• Ensure financial transactions are coded according to instructions provided by the Finance Director and Grants Administrator.
• Maintain supporting documentation for grant-funded expenditures.
• Provide invoices, payroll reports, and other financial documentation to the Grants Administrator within established deadlines.
• Assist with identifying missing documentation or discrepancies in financial transactions.
• Communicate coding questions and allocation concerns to the Finance Director or Grants Administrator.
4. Financial Systems and Recordkeeping
• Maintain accurate financial records using agency accounting and payroll systems.
• Utilize Smartsheet to monitor purchase requests, approvals, and payment processing.
• Ensure purchase requests include required documentation and approvals before processing.
• Maintain organized electronic files for accounts payable and payroll transactions.
• Assist the Finance Director with routine account reconciliations and month-end activities.
• Support annual audit preparation by providing requested financial documentation.
• Follow established agency financial policies, procedures, and internal controls.
5. Communication and Accountability
• Communicate professionally with vendors, employees, supervisors, and other departments.
• Respond to routine accounts payable and payroll inquiries in a timely manner.
• Independently manage assigned tasks and meet established deadlines.
• Notify the Finance Director promptly of errors, discrepancies, or potential payment delays.
• Maintain confidentiality of employee and agency financial information.
• Demonstrate dependability, professionalism, teamwork, and attention to detail.
• Perform…