Senior Accounting Specialist-Payroll

Position Objective: Supports the Museum by assisting the Accounting Department in providing accurate and timely financial information to enable staff and leadership to advance the mission of the Museum.

Responsibilities

• In all activities, the Accounting Specialist – Payroll is expected to act ethically and with attention to detail that supports the integrity and the timeliness of financial reporting to management, board of directors, government agencies, and grantor organizations.
• Work closely with HR Department to ensure employees’ data is correct in payroll system, including ensuring benefit elections and retirement deductions are entered correctly, as well as changes to employees’ schedules, FTEs, paid leave accruals, pay rates, and departments. Ensure employee terminations are entered correctly and timely, including having appropriate and limited payroll software access rights after termination.
• Establish and maintain an understanding of the Museum’s benefit offerings to be able to assist People and Culture team with insurance benefits.
• In collaboration with People and Culture team, ensure new and newly-eligible employees are enrolled timely in applicable benefit plans, and that terminated employees’ insurance coverages are ended for timely notification of COBRA.
• Establish and maintain an understanding of the Museum’s retirement plan in order to determine eligibility for enrollment in the various plans. Administer plans according to the plan documents.
• Process bi-weekly payroll, ensuring that timesheets are completed and approved in accordance with complex timekeeping policies.
• Ensure payroll deductions reconcile to separate benefits system.
• Export payroll data from payroll system, modify in Excel using macros, and import into general ledger system, paying close attention to coding and detail.
• Enter 403(b) contributions into plan administrator's system and record in general ledger system.
• Reconcile monthly all payroll withholding accounts in the general ledger.
• Audit monthly invoices from benefits providers (medical, dental, vision, life, supplemental, and employee assistance program) and reconcile to deductions in general ledger accounts.
• Develop and maintain documentation regarding appropriate payroll and timekeeping procedures. Train employees and supervisors in procedures. Obtain support from payroll vendor as necessary.
• Prepare quarterly reports to monitor 403(b) compliance. Provide data for and serve as the lead on the annual 403(b) audit.
• Deliver cash deposit to bank, scan checks to bank for remote deposit, and support Guest Relations and Retail Operations with cash change orders.
• Provide crucial pay data for budgets and compensation studies.
• Update various Excel spreadsheets and schedules with internal and external data.
• Assist the Sr. Accounting Specialist and Controller with special projects and monthly reporting.
• Back up the Accounting Specialist for Accounts Payable as necessary.
• Always demonstrate adherence to Museum safety procedures.
• Engage with Museum visitors in a positive and helpful way to support an enjoyable and safe guest experience.
• Prioritize the Museum’s values of inclusion and kindness in all interactions with staff, volunteers, and guests.
• Additional job-related duties as assigned.

Required:

• Three or more years of payroll experience
• Employee benefits experience with a general understanding of benefit plan operations
• Ability to perform tasks with a high degree of accuracy and independence
• Very strong working knowledge of Microsoft Office, particularly Excel
• Proficient with accounting software, understand accounting concepts, and comfortable working in a paperless, digital environment
• Ability to maintain a high degree of confidentiality with personal information
• Strong attention to detail
• Knowledge of general ledger systems and procedures, financial chart of accounts, and generally accepted accounting principles
• Thorough knowledge of payroll and time and attendance concepts and procedures
• Ability to troubleshoot, follow up, and resolve problems with staff from other departments
• Strong planning, multitasking, and organizational skills to balance and prioritize duties
• Willingness to stay updated on industry trends, best practices, and emerging technologies in payroll and benefits administration
• Excellent communication skills, both written and verbal
• Enthusiasm for supporting staff across the organization

Desired:

• Non-profit or government experience
• Bachelor’s degree in accounting or related field
• Associate degree in accounting plus five years of experience in lieu of Bachelor’s degree
• Demonstrated ability to improve workflows and enhance efficiencies
• Experience with advanced payroll solutions, such as Paychex, UKG, or ADP
• Experience with non-profit general ledger software solutions, such as MIP, Sage Intacct or NetSuite

Job Type: Full-time