Accounts Payable Payroll Specialist

At the National Science Teaching Association, we rely on a meticulous financial system to drive business forward. Our Accounts Payable Payroll Specialist (APP Specialist) position is responsible for keeping those systems and processes running smoothly by managing vendor setup, invoice processing, and payments. We’re searching for a skilled financial specialist to join our finance team to help process, track, and record payments in an accurate, efficient, and timely manner. The APP Specialist position will have both a day-to-day and ongoing impact on financial transactions, keeping us on track, on time, and on good terms with our valued partners. Additionally, the APP Specialist is responsible for executing a variety of administrative functions related to all aspects of payroll processing and HRIS onboarding and termination.

This position reports to the Senior Director of Finance. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Payable

• Responsible for setting up and maintaining vendors in all systems. Identify ways to improve/automate reporting and data and consolidate vendors.
• Gather contracts, list and maintain in systems. Track expiring contracts list and distribute to staff for renewals, monitor for key Terms and Conditions (T&Cs).
• Responsible for understanding and maintaining 1099 status for vendors. Responsible for issuing the 1099 at year end. 
• Responsible for weekly AP payment process. Review new and existing vendors and move to ACH payment whenever possible. Work with the team and bank to find new and efficient ways of paying vendors. 
• Responsible for vendor management: updating NSTA’s information with vendors, keeping vendors current in PN3 (AP/Vendor processing system) and consolidating when necessary. Responsible for providing recommended vendors and vendor catalogs for items. 
• Gather and verify invoices for appropriate documentation prior to payment. Manage recurring payments and ensure all invoices are received and paid. Responsible for centralizing AP invoices input and automated routing and coding in PN3.
• Responsible for maintaining PN3 workflow and management on a daily basis. Work with Sr. Director of Finance and CFAO to ensure proper routing and approval. 
• Responsible for state filings and state registrations as needed. 

Payroll

• Prepare and process bi-weekly payroll in HRIS (Paylocity). Work with Chief Human Resources Officer to correct variances or issues.
• Ensure accurate and timely processing of payroll updates, including new hires, terminations, changes to pay rates, and deductions.
• Ensure compliance with federal, state, and local payroll, wage, and hour laws.
• Generate payroll management reports from HRIS.
• Monitor changes to unemployment insurance rates and report changes to HRIS.
• Process changes to employee information and benefits in payroll software system.
• Complete required paperwork to add employer payroll tax accounts for new states, as required.
• Process bi-weekly employer 403(b) contributions.
• Respond to employee inquiries related to payroll.
• Assist Human Resources with onboarding, and termination activities in HRIS, as needed.

Other Duties

• Responsible for creating and documenting processes for this new role. 
• Reconcile accounts monthly and prepare Journal Entries for month end.
• Identify areas for improvement and work to implement and train staff as needed.
• Perform other duties as assigned. 
• Perform monthly and quarterly account reconciliations (AP, prepaid, employee expense, accrued expense and other G/L accounts)
• Gather information to support and assist in monthly AP and Payroll accruals

REQUIRED SKILLS/ABILITIES 

• Exceptional internal and external customer service and communication skills
• Experience managing vendor setup, AP and invoice processing
• Understanding of basic principles of finance, accounting, and bookkeeping
• Manage deadlines
• Proficiency with Automated Payables processing system (i.e. PN3) and Excel 
• Strong attention to detail and time management
• Ability to work with many stakeholders and be successful 
• Excellent organizational, planning, and prioritization skills

Preferred skills and qualifications

• Associate’s degree or equivalent; Minimum of 5 years of experience with managing vendor set up and AP/ Invoice processing with 2+ years experiences as a payroll clerk, payroll administrator, or similar role 
• Experience in accounts payable and general accounting (Journal Entries, Account Reconciliations)
• Experience in driving process improvement
• Experience  using Paylocity or other HRIS

SOME OF OUR BENEFITS

• Work/ life balance
• Fully Remote position
• Generous health, dental/ vision insurance
• Excellent Vacation, sick and personal leave
• Very generous retirement contribution

POSITION LOCATION

This position IS a fully remote position.

SALARY RANGE

$70-$75K

Company Description

The National Science Teaching Association (NSTA), founded in 1944 and headquartered in Arlington, Virginia, is the largest organization of science teachers worldwide. With a current membership of more than 33,000 individuals, NSTA includes science teachers, administrators, scientists, and industry representatives committed to science education. The association's mission is to promote excellence and innovation in science teaching and learning for all.