Location: Remote telecommute; United States - East Coast or Central region preferred

Reports to: Senior Accountant

Department: Finance & Accounting

Division: Operations

Position type: Full-time, exempt

Who We Are

Just Safe (formerly known as the Alliance for Safety and Justice) is a national advocacy organization that aims to replace ineffective criminal justice system policies with what works to keep people safe. As key public safety stakeholders, we represent diverse crime survivors and people with old records. Just Safe brings our members together with state leaders and coalition partners to win reforms that stop cycles of crime, reduce costly incarceration, and make communities safer. We support various “shared safety” reforms, including crime prevention, community health, rehabilitation, economic mobility, and trauma recovery. For more information, visit https://justsafe.org/. 

Who You Are

We're looking for a Payroll & Accounting Specialist who is highly skilled and has progressive payroll experience, particularly within non-profit organizations. You are someone with impeccable analytical skills, committed to Just Safe's mission, and have extensive hands-on experience in coordinating and auditing all core accounting activities, including payroll, accounts payable, accounts receivable, and general ledger. Additionally, you are a team-player who is ready to roll up your sleeves on day one, thrives with direction and autonomy, and prides yourself in managing the day-to-day details of payroll and accounting. You will be a sole contributor, with no direct reports. 

What You’ll Do

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%)

Required

• 3+ years of experience with payroll and payroll processing software such as Paylocity or a similar system
• 1-2 years of progressive 501(c)(3) accounting experience; 501(c)(4) accounting experience desirable
• Commitment to Just Safe’s mission, including experience working with diverse stakeholders and individuals impacted by crime and violence
• Proficiency with accounting software such as NetSuite and Excel
• Impeccable mathematics and analytical skills
• Experience participating in the improvement and implementation of workflows that facilitate efficient operations and financial management
• Ability to work independently, manage shifting priorities, and meet recurring deadlines
• Strong written and oral communication skills with experience in effectively communicating financial data and insights

Nice To Have

• Bachelor’s degree in finance, accounting, business, or relevant experience
• Experience coordinating and auditing accounting activities and reporting, analysis, accounts payable and receivable, general ledger, payroll, and accounting for investments and unrelated business income
• Familiarity with both state and local tax registration and filing processes
• Experience or general knowledge and understanding of benefit codes with regard to accurate payroll processes
• Progressive experience with workplace apps, including Slack, Asana, and Google Workspace

Working Conditions & Physical Demands

• Some travel may be required (approximately 1-2 weeks per year)
• Requires use of a desktop, laptop, or video display terminal
• Requires routine physical movements with limited physical exertion
• Ability to communicate, receive, and understand information through oral and written communication and proofread and check documents for accuracy
• Requires communicating information with co-workers, stakeholders,s and/or the public; reading correspondence, instructions, and/or technical documents; writing correspondence and/or reports; and filling in forms

Compensation and Benefits

We care deeply about the wellness of our staff. Just Safe offers a competitive benefits package including health, vision, and dental insurance, flexible spending accounts including medical, dependent, HSA, and commuter, a robust 403(b) retirement match, generous paid time off, sponsored Paid Family Leave and Parental Leave, access to family forming and personal wellness journey resources and providers, a professional development allowance, and more. The salary range for this role is $65,000-$80,000, and will be offered commensurate with experience, and considered based on geographic location. 

To Apply 

Just Safe is partnered with Beacon Hill Staffing Group for this search. All applications should be submitted directly to Beacon Hill, ASJ’s recruitment partner. For direct consideration, please email Tejay.Segundino@BHSG.com with a cover letter outlining your interest in Just Safe, the role, and your relevant experience, along with your résumé and 3–4 professional references.

Just Safe is an equal opportunity employer. We strongly encourage and seek applications from people who are systems impacted, women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.