Job Details

Jackson County Library Services

ACCOUNTING & PAYROLL SPECIALIST

MEDFORD

40 HOURS

$20.79 TO $26.04 PER HOUR

AFTER JULY 1, 2023 $21.83 TO $27.34 PER HOUR

CLOSES MAY 18, 2023 - OPEN UNTIL FILLED

THE POSITION

The Accounting and Payroll Specialist performs a variety of routine and complex tasks in support of the Finance Department. Areas of responsibility include Accounts Payable (AP), Accounts Receivable (AR), Payroll, and various administrative functions. The position is responsible for the AP/AR processes as well as the associated reconciliations and analysis; reviewing and reconciling financial data; correcting inaccuracies; and proposing changes to improve internal controls or improve efficiencies. The position is also responsible for processing payroll accurately on a bi-weekly basis. The Accounting and Payroll Specialist is expected to accomplish routine tasks independently and to handle non-routine responsibilities with a moderate amount of supervision and instruction from the Accountant and Senior Accountant.

DUTIES AND RESPONSIBILITIES

ACCOUNTING (40%)

•   Administers the Accounts Payable (AP) process for JCLS. Performs all aspects of the AP functions including matching purchase orders to invoices, entering invoices into the District's financial software and processing check runs according to department deadlines and internal controls. Acts as primary contact within the Finance Department for purchase orders, including reviewing requisitions and invoices for accuracy and compliance with procurement policy and departmental guidelines.

•   Sets up and maintains AP files in compliance with accounting policies, best practices and archiving requirements. Provides accurate and effective document preparation and records management relative to the AP function in accordance with record retention policies and laws.

•   Sets up and maintains the Account Receivables (AR) process for the District. Performs all aspects of the AR functions including matching Friends and Foundation fund requests to invoices, creating invoices and processing AR according to department deadlines and internal controls.

•   Reviews credit card transactions and statements; monitors for compliance with District purchasing guidelines; and verifies proper account coding.

•   Sets up new vendors and maintains vendor W-9 forms in accordance with IRS regulations.

•   Reconciles vendor statements monthly by matching payments to amounts due on vendor statements and reviewing vendor statements for accuracy. Researches and resolves any outstanding balances on accounts, including telephone, mail or email communications with vendors.

•   Produces 1099 forms and ensures compliance with Federal and State reporting requirements.

•   Generates operational and summary reports. Prepares and enters journal entries and balances AP system detail to summary accounts.

•   Assists in annual audit by preparing assigned reports or providing documentation.

•   Researches and recommends programs, policies and procedures to improve the effectiveness and efficiency of the AP function, including new software, internal controls, new electronic payment technologies and customer service.

•   Provides input regarding policy and procedural changes and improvements taking into account sound internal controls. Monitors processes for Federal and State compliance and best practice.

•   Monitors and reviews outstanding checks. Processes voids and/or reissues as needed.

PAYROLL (60%)

•   Manages the configuration, maintenance, modification, operation and implementation of the payroll module(s) in the District's financial system; identifies and resolves ongoing functional and technical issues; coordinates, configures, maintains and tests system modifications; creates and updates employee master files; identifies and recommends system enhancements to improve internal controls and efficiencies, and to be in compliance with federal and state payroll laws and regulations.

•   Audits, develops, defines, maintains, modifies and prorates payroll time entries, including deduction and benefit codes to facilitate payroll processing and reporting to internal and external parties.

•   Coordinates and responds to department representatives and employees with regard to data entry and questions related to bi-weekly payroll processing.

•   Enters and reviews for accuracy all payroll system changes arising from policies or process improvements, including hours and scheduling codes, benefit codes, accrual codes, pre- and post-tax deduction codes and tax rate tables.

•   Prepares and distributes payroll checks and coordinates direct deposit electronic funds transfers and notices in accordance with state time requirements.

•   Reconciles payroll registers and other payroll-related general ledger accounts; processes payment back-up paperwork for deductions, payroll taxes and District paid benefits.

•   Issues and ensures timely distribution of manual checks for separations, retirements and approved draws.

•   Prepares and submits payments for employee benefit payments to applicable vendors.

•   Prepares and inputs all journal entries related to payroll processing.

•   Researches, responds to, analyzes and resolves various employee, department and management inquiries and/or complaints related to payroll processing.

•   Maintains and utilizes the Oregon Payroll Reporting System (OPRS) for electronic quarterly reporting.

•   Prepares, reconciles and submits bi-weekly federal and state tax payments utilizing accounting software for preparation and reconciliation purposes and on federal and state websites for payment.

•   Files all federal and state quarterly and annual payroll tax related reports including 941s, OQs, 132s, etc.

•   Compiles information for payroll tax reporting on a quarterly and annual basis, and completes General Ledger fiscal year end payroll system reconciliation. Reconciles workers' compensation wages to quarterly federal tax reports in preparation for workers' compensation audits.

•   Completes calendar year reconciliation of the payroll system and issues W-2 statements; ensures the timely transmission of W-2 information to the Social Security Administration.

•   Updates and reconciles benefit election forms to employee's payroll record and to associated payroll registers; uploads bi-weekly contribution files for benefits and deductions to third party vendors.

•   Performs month-end and year-end closing processes for payroll, including preparation of audit work papers, related financial analyses and Annual Financial Report payroll sections as required for the annual audit and workers' compensation audit.

•   Provides backup to other areas of responsibility within the job group.

•   Regular attendance.

•   Performs other duties as assigned.

•   Researches and recommends programs, policies and procedures to improve the effectiveness and efficiency of the AP function, including new software, internal controls, new electronic payment technologies and customer service.

•   Provides input regarding policy and procedural changes and improvements taking into account sound internal controls. Monitors processes for Federal and State compliance and best practice.

•   Monitors and reviews outstanding checks. Processes voids and/or reissues as needed.

QUALIFICATIONS

MINIMUM QUALIFICATIONS

1.  Associates Degree from a regionally accredited college with coursework in computerized accounting systems, billing, business administration or a related field.

2.  Two years of experience processing full cycle accounts payable and payroll using computerized accounting systems.

OR

1.  High School Diploma

2.  Five years of experience processing full cycle accounts payable and payroll using computerized accounting systems.

DESIRED QUALIFICATIONS

1.  Governmental, nonprofit, and/or fund accounting experience preferred.

2.  Experience processing full cycle bi-weekly payroll for more than 100 exempt and non-exempt employees.

3.  Accounts payable and/or payroll certification from an accredited institution or agency.

SPECIAL REQUIREMENTS/LICENSES

Criminal background check required.