POSITION TITLE:  Accounts Payable and Payroll Administrator

RESPONSIBLE TO:  Assistant Finance Manager

HRS PER WEEK:  40        

CLASS: NON-EXEMPT

SALARY: $23 - $25 per hour, depending on experience

BENEFITS: Eligible for health, vision, and dental insurance the first of the month following 30 days of employment with other benefits eligibility after a 90-day mutual introductory period is completed. Eligible for FFLC-sponsored benefits (e.g. paid time off benefits such as holidays, floating days, vacation and sick).  

SUMMARY OF POSITION:  The Accounts Payable and Payroll Administrator performs the day-to-day accounts payable and payroll functions for Food for Lane County, ensuring transactions are processed accurately, timely, and in compliance with organizational policies and applicable regulations. This position maintains vendor and employee records, supports payroll administration and onboarding activities, provides excellent customer service to internal staff and vendors, maintains strict confidentiality, and contributes to the effective operation of the Finance Department through strong attention to detail, organization, and continuous process documentation. 

PRIMARY TASKS & RESPONSIBILITIES:

Accounts Payable – 60%

• Maintain vendor master files in accounting software.
• Receives and organizes incoming invoices and statements for payment processing.
• Supply invoice copies to Directors/Managers for review and authorization.
• Reviews G/L account numbers for consistency and reasonableness upon Director approval.
• Inputs accounts payable transactions in accounting software and edits transaction report.
• Selects invoices for payment then creates A/P checks.
• Encloses remittance slips with checks and mails to vendors.
• Files check stubs with backup in appropriate files after approval by Director of Finance and IT.
• Mails blank W9 to vendors. 
• Receives completed W9s and updates accounting software.  
• Maintains log of received W9s on accounting server.
• Verifies 1099 information. Submits to Director of Finance and IT for review. Submits data to Asst Finance Manager for upload to IRS.
• Maintains current documentation of Accounts Payable procedures.

Payroll – 30%

• Enters new employees & updates employee master file with any changes.
• Checks time cards (electronic) for department and project coding errors and verifies hours worked.
• Processes payroll in online system (currently Paylocity).
• Runs payroll pre-processing register report and verifies information for accuracy.
• Transmits payroll file to payroll provider for processing after review by Director of Finance and IT and/or Assistant Finance Manager.
• Assists with new employee on-boarding process.
• Maintains current documentation of payroll procedures to use in payroll processing.

Miscellaneous – 10% 

• Maintains Vendor and Employee information confidentiality.
• Maintains spreadsheets for various data tracking such as annual employee benefits statements and FEMA mileage tracking.
• Creates new Vendor and Employee file folders for each new fiscal year.
• Maintains Accounts Payable envelopes (two types) and blank check stock inventory.
• Attends monthly, bi-monthly, and/or annual staff meetings and periodic departmental meetings.
• Performs miscellaneous tasks or research as needed for Assistant Finance Manager or Director of Finance and IT.

SKILLS & QUALIFICATIONS: We value all forms of experience including, unpaid work, lived experience, education, and training.

• Three to five years prior experience processing Accounts Payables and Payroll, with Paylocity experience a plus.
• Intermediate proficiency using Microsoft Excel.
• Experience in document processing using Adobe Acrobat.
• Experience using computerized accounting software.
• Excellent interpersonal skills to interact professionally with staff and vendors.
• Must be detail-oriented and able to manage time wisely to meet deadlines.
• Accounting degree a plus but not required.
• All offers for employment are contingent on a satisfactory background check.

NOTE: Job descriptions are not intended to be and should not be construed as exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of principal job elements essential for making fair pay decisions about jobs.

Reasonable Accommodations: FOOD for Lane County, complies with federal, state, and local laws regarding reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources, 541.343.2822

FFLC is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, marital status, genetic information, veteran status, diverse ability, or any other characteristic protected under local, state or federal law.