Payroll (40%)

• Facilitate and optimize the bi-monthly (e.g., twice per month) payroll process, utilizing Paylocity:
• Process Coordination
• Lead the coordination of the bi-monthly payroll process to ensure the timely and accurate submission.
• Transfer time/labor data and generate the initial payroll batch at least four business days prior to the pay date; incorporate review notes from Human Resources (HR) and/or the Senior Accountant, as needed.
• Run the Payroll Register and Summary reports and securely document records.
• Annually update employee allocations within the Paylocity system.
• Investigate and resolve all instances of missing hours for hourly employees, notifying HR as necessary
• Review benefit coding in Paylocity during each payroll cycle to ensure pay codes are accurately reflected.
• Employee and Stakeholder Engagement
• Act as the primary point of contact for all employee payroll inquiries and issues.
• Send and manage regular correspondences to employees (e.g., emails, monthly newsletter announcements, etc.) to ensure timely submission and approval of time worked and time-off requests by the 7th and 17th of each month.
• Conduct payroll training for new hires and/or supervisors.
• Collaborated with HR to assist with updating employee records and processing payroll.
• Partner with the People Operations Specialist to submit state and local tax reporting and registration (monthly, quarterly, annual), as required.
• Assist the Senior Accountant in resolving issues or other matters related to state withholding taxes.
• Reporting and Compliance
• Run requested reports for the auditor and executive team on an annual basis.
• Prepare the necessary payroll documentation to support annual insurance reporting or other applicable compliance requests.
• Stay up-to-date and ensure compliance with all state and federal payroll laws and regulations.

Purchase Cards / Corporate Cards (35%)

• Administer and streamline the p-card process, utilizing Navan and banking systems:
• P-Card Management Administration
• Partner with HR, throughout the employee lifecycle (i.e., new hire, job transition, supervision, etc.), to determine and manage p-card eligibility; coordinate and facilitate the p-card administration and management processes.
• Manage issues related to lost or stolen p-cards.
• Liaise with HR to ensure timely card closure and collection during the offboarding process.
• Transaction Review and Compliance
• Ensure that all p-card transactions comply with internal policies, specifically verifying adequate supporting documentation (e.g., receipts) and proper functional supervisor approval, resolving discrepancies with employees and divisional leaders as needed.
• Review transaction validity and conduct data analysis to identify and research unusual activity.
• System and Vendor Management
• Serve as the primary administrator and contact point for Navan.
• Maintain and ensure seamless integration between expense systems (i.e., Navan, banks) and the organization's financial and accounting systems.
• Expense Accounting
• Complete required period-end journal entries via our NetSuite accounting system.

Accounts Payable (A/P) (15%)

• Monitor and audit all 501(c)(4) accounts payable, utilizing NetSuite:
• Vendor Record Administration
• Administer vendor records in NetSuite, including record creation, system input, confirmation of contract and banking information, and accuracy review.
• Partner with the Grants/Contracts and Legal/Compliance departments to ensure vendor contracts are finalized prior to processing invoices.
• Invoice Processing and AP Reporting/Analysis
• Process vendor invoices for payment using the NetSuite system.
• Twice monthly, partner with the Finance/Accounting team to compile the AP Aging Report (as of the 15th and last day of the month), providing explanations for past-due vendor invoices when necessary.
• Contribute to quarterly and annual financial reporting for executive leadership and/or the board of directors.
• 501(c)(4) Mailbox Management
• Manage the dedicated 501(c)(4 financial )mailbox, handling approximately 20-30 emails per week and responding to inquiries as necessary.

Other Items As Assigned (10%)