About the role
Job Title: Accounts Payable and Finance Specialist FLSA Status: Non-Exempt Department: Finance Reports to: Finance Director Effective Date: Pay Rate: $40,000 -$45,000 year $19.23-$21.63 hour
The Accounts Payable & Payroll Specialist is responsible for the accurate and timely processing of accounts payable, payroll, and related financial transactions for Bay Area Turning Point, Inc. (BATP). This position supports the agency’s daily financial operations by ensuring that vendor payments, employee payroll, financial records, and supporting documentation are processed in accordance with established agency policies and procedures. HOURS: Full-time, 40 hours per week; work schedule as assigned. Essential Duties and Responsibilities: 1. Accounts Payable • Receive, review, and process vendor invoices and payment requests. • Verify invoices for accuracy, appropriate approvals, and supporting documentation. • Enter invoices and payment information into the agency’s accounting system. • Process approved vendor payments according to established payment schedules. • Monitor outstanding invoices and communicate payment concerns to the Finance Director. • Process approved employee reimbursements and agency expenditures. • Track agency credit card transactions, collect receipts, and ensure timely payment of credit card balances. • Maintain organized accounts payable records and supporting documentation. • Review vendor statements and assist with resolving payment discrepancies. 2. Payroll Processing • Prepare and process employee payroll according to established payroll schedules. • Review employee timesheets for completeness and accuracy. • Enter approved payroll adjustments, deductions, and compensation changes. • Coordinate with Human Resources regarding new hires, employee separations, and payroll changes. • Review payroll registers and identify discrepancies before final payroll approval. • Maintain accurate and confidential employee payroll records. • Assist with payroll-related reports and basic reconciliations. • Coordinate with the payroll provider to resolve routine payroll processing issues. • Assist with year-end payroll documentation as requested. 3. Expense Coding and Grant Support • Enter approved expense and payroll allocations into the accounting system. • Ensure financial transactions are coded according to instructions provided by the Finance Director and Grants Administrator. • Maintain supporting documentation for grant-funded expenditures. • Provide invoices, payroll reports, and other financial documentation to the Grants Administrator within established deadlines. • Assist with identifying missing documentation or discrepancies in financial transactions. • Communicate coding questions and allocation concerns to the Finance Director or Grants Administrator. 4. Financial Systems and Recordkeeping • Maintain accurate financial records using agency accounting and payroll systems. • Utilize Smartsheet to monitor purchase requests, approvals, and payment processing. • Ensure purchase requests include required documentation and approvals before processing. • Maintain organized electronic files for accounts payable and payroll transactions. • Assist the Finance Director with routine account reconciliations and month-end activities. • Support annual audit preparation by providing requested financial documentation. • Follow established agency financial policies, procedures, and internal controls.
5. Communication and Accountability • Communicate professionally with vendors, employees, supervisors, and other departments. • Respond to routine accounts payable and payroll inquiries in a timely manner. • Independently manage assigned tasks and meet established deadlines. • Notify the Finance Director promptly of errors, discrepancies, or potential payment delays. • Maintain confidentiality of employee and agency financial information. • Demonstrate dependability, professionalism, teamwork, and attention to detail. • Perform other related duties as assigned. Qualifications: Education and Experience • High school diploma or GED required. • Associate degree in Accounting, Business Administration, Finance, or a related field preferred. • Minimum of two years of experience in accounts payable, payroll processing, bookkeeping, or related financial administration. • Experience using accounting software and electronic payroll systems preferred. • Experience working in a nonprofit organization or grant-funded environment preferred. Job-Specific Competencies: Knowledge, Skills, and Abilities • Basic knowledge of accounts payable, payroll, and accounting procedures. • Proficiency in Microsoft Excel, Word, and Outlook. • QuickBooks Online experience preferred. • Strong organizational and time-management skills. • Excellent attention to detail and accuracy. • Ability to follow established financial procedures and meet deadlines. • Ability to independently complete assigned responsibilities. • Strong communication and interpersonal skills and ability to maintain confidential information. • Ability to identify discrepancies and communicate concerns appropriately. • Willingness to learn agency financial systems and grant-related documentation requirements.
I have read and understand the essential job functions that have been outlined in the above job description for Bay Area Turning Point, Inc.