What are the responsibilities and job description for the Payroll - AP Specialist position at Dr. Phillips Center for the Performing Arts?
POSITION SUMMARY
The Payroll/Accounts Payable Specialist is responsible for processing payroll, maintaining timekeeping records, reviewing payroll and payroll reports for accuracy, providing administrative and clerical support related to employee benefit plans, and processing, verifying, and reconciling invoices. The Specialist workswith the Finance team to perform various accounting functions and special projects.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
Payroll and benefit administration:
The Payroll/Accounts Payable Specialist is responsible for processing payroll, maintaining timekeeping records, reviewing payroll and payroll reports for accuracy, providing administrative and clerical support related to employee benefit plans, and processing, verifying, and reconciling invoices. The Specialist workswith the Finance team to perform various accounting functions and special projects.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
Payroll and benefit administration:
- Review & verify weekly timekeeping records using electronic time management system.
- Review bi-weekly payroll before finalizing to ensure accuracy. Generate and verify payroll reports out of payroll system. Prepare payroll journal entries after each pay-cycle.
- Process manual and off-cycle payroll entries as required. Prepare periodic reports of earnings, taxes and deductions and reconcile quarter-end and year-end reports. Verify and reconcile W2’s prior to issuance.
- Coordinate with Payroll processor (Dayforce) in the application process for setting up other state tax IDs and ensure proper and accurate tax filings.
- Maintain payroll documentation and files. Document and update written payroll procedures.
- Review all monthly Medical, Dental & Vision Invoices and prepare journal entries for employer costs.
- Prepare monthly Life, AD&D and Disability Self-Bill for payment processing.
- Maintain retirement benefit records for eligible participants for 401(k) and 457 plans including preparing and filing form 5500.
- Compile & prepare work papers for form 990 and annual 401(k) Plan Audits.
- Assist People & Culture with annual Worker’s Compensation Audit.
- Complete U.S. Census Bureau required surveys.
- Assist the Accounts Payable Supervisor in processing and reviewing vendor invoices, check requests, staff reimbursements and the AmEx Corporate employee expense reports. Ensure that payments are made accurately and timely in accordance with Finance policies and procedures.
- Obtain W-9 from appropriate vendors and assist with preparation of IRS forms 1099-NEC, 1099-MISC and 1096annually. Maintain organized files for all related documents.
- Receive, sort, and deliver mail daily.
- Prepare daily bank deposits.
- Make EFTPS tax deposits to IRS for Form 1042 federal tax withholdings and prepare and File annual Forms 1042 for foreign artists withholdings.
- Prepare and file annual Florida Tangible Property tax return.
- Meet all required finance and project deadlines as assigned.
- Adhere to record retention guidelines. Maintain data security. Ensure discretion and confidentiality with payroll and financial information.
- Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
- Maintain a professional and friendly relationship with other departments, colleagues, and partners.
- Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times.
- Able to effectively communicate in English in both written and oral forms.
- Other duties as assigned.
- Bachelor’s degree and/or a minimum of 3 years’ experience in payroll, quarterly and annual federal reporting, data entry and account reconciliation using a payroll software application.
- Working knowledge of payroll processes and procedures. Must be knowledgeable of state and federal wage and hour pay practices (overtime compensation, minimum wage laws, deductions).
- 2 years of relevant Accounts Payable experience
- Effective communication (both written and verbal) and interpersonal skills.
- Experience with Microsoft Dynamics Great Plains - accounts payable module is preferred.
- Experienced in Microsoft Office skills including Excel and Word.
- Must be able to complete moderately complex mathematical equations.
- This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs.
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