SR AP Payroll Specialist -Finance Department

Earn up to $3,000 in incentive pay during your first year of employment!

Are you a motivated, results-oriented candidate seeking to put your talents, skills, and experience to work as part of a mission-driven, customer-focused organization? If so, we invite you to join UMOS’ diverse and dedicated team of over 1,000 professionals making a positive difference across more than 60 offices in seven states. Whether you are passionate about facilitating early childhood development; providing training and career planning for a parent; aiding a farmworker in accessing basic needs and new opportunities; educating at-risk individuals in HIV prevention; or supporting those fleeing domestic violence or human trafficking, UMOS is the place where you can fulfill your passion for helping families, businesses, and communities build better futures.

Benefits:
To support its team members, UMOS offers highly competitive compensation as well as a benefits package including:

• Paid time off that will increase over your years of service
• 15 paid holidays annually
• A robust range of insurance covering health, dental, vision, life, short- and long-term disability, and accidental death & dismemberment
• The options to establish either a Health Savings Account or Flexible Spending Account, which can be used to cover deductibles, prescriptions, and other healthcare expenses
• A variety of support services to promote well-being through the employee assistance program
• Retirement plan options, including 401(k) and Roth IRA, allowing you to make pre-tax or after-tax contributions. For those participating in the 401(k) Retirement Plan, UMOS annually contributes at least 3% of employees’ eligible compensation.

Senior AP/Payroll Specialist Job Compensation:

• The hourly range is between $26.94 and $33.67 (depending on experience).

Senior AP/Payroll Specialist Job Responsibilities:

Accounts Payable:

1. Receive, review, and enter vendor invoices and credit memos in Sage Intacct; verify accuracy, supporting documentation, payment terms, and required purchase orders, contracts, or receiving records.

2. Review positive pay exceptions and upload positive pay daily.

3. Code transactions to the appropriate general ledger account and applicable entity, department, program, grant, funding source, location, or other Sage Intacct dimension account.

4. Route invoices through established approval workflows, monitor their status, follow up on pending approvals, and bring overdue or unusual items to the Payroll/AP Manager’s attention.

5. Identify and resolve or escalate duplicate invoices, billing discrepancies, missing documentation, coding errors, unapplied credits, and other payment issues.

6. Maintain/enter accurate vendor records and supporting documents, including required tax forms and payment information, in accordance with UMOS procedures and assigned access permissions.

7. Prepare payment selections and supporting schedules for review and authorization by the Payroll/AP Manager, following approved terms, payment schedules, and internal controls. Cut checks daily.

8. Respond to vendor and staff questions, research payment or invoice concerns, and reconcile vendor statements and accounts payable activity.

9. Prepare AP reports, invoice and payment registers, aging information, and supporting schedules; assist with month-end and year-end close, including outstanding invoice and accrual support.

10. Maintain organized transaction records and audit trails; ensure proper invoice approval has been received, along with other supporting documentation to meet compliance for audits, grant reviews, and funder requests.

11. Follow UMOS policies, grant requirements, and internal controls; maintain AP procedures and job aids, provide process guidance or cross-training to coworkers, and recommend improvements.

Payroll:

1. Monitor the payroll calendar and check whether required time and payroll inputs are in.

2. Review UKG timekeeping reports for missing punches, unapproved timecards, exceptions, and unusual hours; follow up with the appropriate managers when their review or approval is needed.

3. Enter or verify authorized payroll changes, such as approved stipends, supplemental pay, deductions, garnishments, or corrections, according to assigned access.

4. Import or confirm approved time and pay data in UKG.

5. Run preliminary payroll or exception reports and check for obvious errors, such as missing pay, duplicate entries, unusual overtime, or changes that lack supporting documentation.

6. Prepare payroll backup and a list of unresolved items for the Payroll/AP Manager.

7. Respond to routine employee questions and route complex issues or unauthorized changes to the manager or HR. Prepares and distributes employee yearly W2’s and process vendor 1099 statements

Other Duties:

1. Receives all checks/cash and prepares for deposit process following Finance procedures.

2. Processes employee 401 (k) enrollment and distribution documents

3. Enter new employees into Sage.

4. Make bank deposits/drop mail at post office as needed.

5. Other projects and duties as required

Senior AP/Payroll Specialist Job Qualifications:

1. Associate degree in accounting or related area; related experience may be substituted for formal training.

2. Experience working within the accounts payable function is required, payroll processing experience is preferred

3. Expertise the use of PC’s using the Windows and Excel programs. Knowledge of SAGE Intacct and UKG strongly preferred.

4. Solid analytical skills.

5. Good organizational and communication skills and the ability to work comfortably on your own or as a part of a team.

6. Must have a reliable vehicle and adequate car insurance and be willing and able to work flexible hours as needed.

Work Environment, Physical, and Sensory Demands:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be considered to enable individuals with disabilities to perform the essential functions.

Physical Demands:

1. Employees are frequently required to stand, walk, sit, and bend.

2. Occasionally required to lift and /or move up to 25 lbs.

3. Frequently required to drive.

4. Frequently exposed to moderate temperatures, generally encountered in a controlled temperature environment and outside setting.

5. Noise level in this work is usually semi-moderate.

Tools & Equipment Used:

1. iPad, iPhone, laptop computers, projectors, copy/scanner machine, computer.

2. Be able to scan documents and encrypt documents as necessary

3. Use first aid equipment, fire extinguisher.

Usage varies by position.

Additional Eligibility Requirements:

Employment with UMOS is contingent upon successful completion of criminal background and driver's license check prior to employment.

UMOS is an equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.