Payroll and AP Specialist

Job Title:             Payroll and AP Specialist

Status:                Full-time hourly; Non-exempt
Hours:                 Monday through Friday; 8:00AM to 5:00PM
Pay:                     $30.00 hourly
Supervisor:        Finance Supervisor

Note: This position is fully remote, however the ideal candidate must be located within commuting distance to our Los Angeles office, located at 16340 Roscoe Blvd Suite 200, Van Nuys, CA 91406.

Benefits to Working for Integrated Resources Institute:

We believe in supporting our employees’ well-being and work-life balance. Here’s a snapshot of the comprehensive benefits package we offer:

• Fully Remote Position with Company-Provided Equipment
• Medical, Dental, and Vision Insurance
• Lifestyle Spending Account ($50 per month after 90 days of employment + $25 on your birthday!)
• Employee Assistance Program
• Paid Time Off and Paid Sick Leave
• Employee Referral Program
• Flexible Spending Account
• Retirement Plan (Roth IRA)
• Company Paid Life Insurance and Long-Term Disability
• Plus Additional Voluntary Benefits

GENERAL DESCRIPTION

• The Payroll and AP Specialist is responsible for carrying out all directives from the Finance Supervisor and Finance Manager.
• This position will take proactive ownership of full-cycle payroll and accounts payable processes including processing payroll on time, meeting deadlines, collecting accounts payable documentation, processing accounts payable invoices, and all other tasks related to full-cycle  payroll and accounts payable.
• The Payroll and AP Specialist applies knowledge of payroll practices, accounts payable procedures, and strong Microsoft Excel skills to ensure accuracy in data entry, reporting, and reconciliation across multiple systems.
• The Payroll and AP Specialist supports payroll processing, expense and mileage reimbursements, withholding orders, reconciliations, invoice processing, vendor documentation, approval routing, and preparation of payroll/AP-related reports in compliance with established policies and regulatory requirements.
• This role requires proficiency in digital tools such as Paycor, QuickBooks Online, Microsoft Excel, and other internal systems to enter, track, and organize payroll and accounts payable data efficiently.
• The Payroll and AP Specialist will proactively own the entire payroll and accounts payable cycle within required deadlines and ensure documentation is properly maintained, and communication with internal and external stakeholders is timely, professional, and responsive.

QUALIFICATIONS

• Associate’s degree in accounting, finance, business administration, or related field preferred.
• Strong analytical and problem-solving skills.
• Accounting, payroll and Excel knowledge and skills will be tested in technical interview.
• Minimum of 2 years of full-cycle payroll processing and accounts payable experience for at least 250 employees hourly and salary.
• Proven ability to proactively own entire accounts payable and payroll process.
• Knowledge of California payroll and HR regulations, including wage and hour compliance, taxes, labor and leave of absence laws and regulations.
• Proficiency in Microsoft Excel at an advanced level (pivot tables and VLOOKUP or XLOOKUP required) with the ability to pass a skills assessment during interview.
• Experience with payroll and accounting systems (e.g., Paycor, Paychex, QuickBooks Online, or similar platforms) and knowledge of accounting principles.
• Familiarity with Microsoft 365 applications including Outlook, Teams, SharePoint, and OneDrive.
• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• High level of attention to detail and accuracy in data entry, reporting, and recordkeeping.
• Effective written and verbal communication skills, with the ability to respond professionally to both internal and external inquiries.
• Ability to maintain confidentiality of sensitive payroll, employee, vendor, and financial information, safeguarding data integrity at all times.
• Comfortable working in a paperless environment and adaptable to learning new systems, portals, and digital tools.
• Experience working remotely or hybrid with strong work ethic and self-motivation to complete tasks and meet deadlines.
• Commitment to the full inclusion of all persons with disabilities.
• Must reside within commuting distance of a Southern California office (Orange County, Los Angeles, Inland Empire, or San Diego).

RESPONSIBILITIES
Essential functions of the job are denoted. The Payroll and AP Specialist assumes the following responsibilities under the direction of the Finance Supervisor and in collaboration with other members of the leadership team.

• Process biweekly payroll accurately and on time, including regular and overtime hours, mileage, expenses, meal and rest break premiums, reimbursements, and holiday pay.
• Receive, stamp, document, distribute, and mail payroll checks and prepare and issue final paychecks for separating employees in compliance with applicable state and federal requirements.
• Generate post-payroll reports (e.g., overtime, mileage, short lunches, reimbursements, payroll adjustments) and distribute to senior leadership for review.
• Respond promptly to employee and management inquiries regarding payroll, expenses, timekeeping, and related policies.
• Generate and forward payroll deduction reports to Human Resources.
• Maintain tracking of benefit invoices for employees on leave by monitoring receipt of benefit repayment agreements initiated by Human Resources on Docusign.
• Assist with CalSavers administration, including new hire enrollment, termination processing, contribution submissions, and responding to employee/manager inquiries.
• Process wage withholding orders (e.g., garnishments, child support) in compliance with federal and state requirements.
• Maintain payroll and accounts payable records in compliance with company policy and applicable regulations.
• Assist with preparation of payroll and accounts payable-related audits, reports, and reconciliations as requested.
• Prepare and distribute separation packets in collaboration with HR.
• Provide cross-functional tasks for payroll, accounts payable, and special projects assigned.
• Organize and maintain digital records and folders (e.g., invoices, receipts, payment confirmations, vendor documents, approvals) and attach them to corresponding QuickBooks Online transactions or journal entries.
• Process employee bonuses; update bonus tracking sheet and enter on timecard; respond to manager inquiries regarding bonuses.
• Enter bereavement on employee timecards as requested by managers, and enter or approve PTO and sick time when needed, ensuring accurate and timely updates
• Maintain payroll notes by tracking relevant communications in Teams group chats and separation emails, ensuring all administrative details are accurately recorded and accessible. Update payroll notes with details.
• Enter calendar reminders for payroll and accounts payable deadlines in Outlook and post company memos with expense deadline reminders.
• Proactively manage personal workload and schedules by maintaining a calendar with deadlines, due dates, and tasks, ensuring timekeeping in Paycor accurately reflects hours worked.
• Process assigned accounts payable transactions in QuickBooks Online, including entering invoices, attaching backup documentation, and routing invoices for review and approval.
• Review invoices for completeness, accuracy, vendor information, dates, amounts, coding, and required supporting documentation before submission for approval.
• Assist with recurring invoice processing, including verifying expected charges, attaching documentation, and identifying discrepancies for Finance Supervisor review.
• Support vendor record maintenance by collecting or organizing W-9s, ACH forms, contact information, and other vendor documentation as assigned.
• Communicate professionally with vendors regarding invoice receipt, missing documentation, payment status questions, or other routine accounts payable matters, escalating complex issues as appropriate.
• Assist with reconciling accounts payable records, invoice logs, payment confirmations, and QuickBooks Online entries to ensure accuracy and completeness.
• Track outstanding invoices, missing approvals, incomplete documentation, or vendor questions to support timely payment processing.
• Obtain credit card receipts, expense documentation, or other backup records and attach them to the appropriate QuickBooks Online transactions and save in One Drive.
• Use technology, including artificial intelligence (AI) tools, responsibly and only as authorized, while maintaining the confidentiality, security, accuracy, and integrity of all payroll, employee, vendor, and financial information in accordance with organizational policies.
• Support month-end and year-end accounts payable preparation by organizing invoices, receipts, vendor documentation, payment confirmations, and related records.
• Assist with 1099-related vendor documentation tracking by ensuring vendor records are complete and organized for Finance Supervisor review.
• All other duties as assigned by the Finance Supervisor and Finance Manager to support the mission and strategic goals of the organization.

PHYSICAL DEMANDS

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow individuals to perform the essential functions of the job or restructure marginal functions.

• In an eight-hour workday, the employee will primarily sit for extended periods while working at a computer, with occasional standing or walking to retrieve files or materials.
• The role may occasionally require bending, reaching, or lifting and carrying items weighing up to 10 pounds (such as office supplies or small packages).
• The position requires frequent use of hands and fingers, with or without accommodations, for activities typing, writing, data entry, handling documents, and using office equipment.
• The employee must have typical visual and hearing capacity to view computer screens, review documents and data, and participate in virtual meetings or phone calls (with or without assistive devices).
• This position requires frequent use of a computer, smartphone, and other digital tools to perform work functions. Use of company-issued devices, or pre-authorized personal devices, must comply with the organization’s technology and security policies.
• The employee is required to drive an automobile to meet the functions of job responsibilities (receive, stamp, and drop off payroll checks at the Post Office, and pick up equipment as needed).

WORK ENVIRONMENT

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow individuals to perform the essential functions of the job within the environment or restructure marginal functions.

• Office as needed for in-person training or meetings.
• Home as assigned for remote work
  • Remote employees are expected to perform work only during their assigned hours and to accurately record all hours worked in the payroll system, in compliance with company policies and applicable labor laws.

Integrated Resource Institute is committed to a policy of providing opportunities to people regardless of economic or social status and will not discriminate on the basis of race, color, ancestry, national origin, religion, creed, sex (including pregnancy, childbirth, breastfeeding, gender identity, and gender expression), sexual orientation, marital status, age, disability (physical or mental), medical condition, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local laws.