The Administrative Accounting and Payroll Coordinator is responsible for providing administrative support to the Controller and assisting with payroll processing. This role will focus on maintaining accurate records, processing transactions, and supporting various administrative tasks within the Business Office.
Key Responsibilities:
Administrative Support:
- Provide administrative assistance to the Controller and other Business Office staff, including answering phones, responding to emails, and handling inquiries related to Accounts Receivable (AR) and Accounts Payable (AP).
- Assist with general filing, document management, and data entry to maintain organized and up-to-date records.
- Manage the scheduling and coordination of department meetings, as well as assist with special projects and audits as needed.
- Act as a backup for other administrative staff members when needed, ensuring continuity of operations.
Accounting Administration:
- Input and update data in the accounting software to maintain accurate financial records, including assisting with reconciling selected general ledger accounts and preparing journal entries for reclassification of expenses.
- Assist with the timely processing of invoices, vendor payments, and billing, ensuring that all transactions are recorded accurately and in a timely manner.
- Help prepare and maintain various financial reports and documents as requested by the Controller.
- Support the coordination of monthly and annual inventory counts and assist in maintaining accurate inventory records.
- Assist with managing bank transactions, including setting up automatic payments and handling cash receipts.
Payroll Processing:
- Support the weekly payroll process by inputting data, verifying accuracy, and preparing requisitions for withholdings, benefits, and other deductions.
- Assist in recording employee time records and ensure proper documentation for payroll processing.
- Transmit payroll data to ADP and help resolve any discrepancies, including correcting errors in data entry and calculations.
- Maintain up-to-date employee benefits records, including medical, dental, and life insurance, and respond to employee inquiries regarding benefits.
- Assist with new hire benefits onboarding and open enrollment processes.
General Duties:
- Act as a backup to other department positions, ensuring smooth operations in their absence.
- Support the Business Office with daily administrative tasks, including answering phones, directing calls, filing, and document scanning.
- Assist with maintaining spreadsheets and updating databases to ensure accurate and accessible information.
- Provide administrative support during software upgrades, system backups, and other technology-related processes.
Qualifications:
- Strong administrative skills with proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Attention to detail and ability to handle multiple tasks efficiently.
- Excellent communication and organizational skills.
- Experience with payroll systems (ADP preferred) and basic accounting principles is a plus.
- Ability to work independently while also being a collaborative team player.