Accounts Payable/ Payroll Clerk
Process all invoices and payments for the Association obligations on multiple bank accounts/funds. Maintain A/P files, spreadsheets, reports, and records related to A/P. Maintain contracts file, current records of all licenses and permits including insured vehicles and boats owned by the Association, manage Independent Contractor Reporting, W-9 and 1099 reporting requirements. Process Paychex payroll. 2-year minimum Accounts Payable/Payroll experience. Paychex Payroll preferred, familiarity with Jonas Software is preferred. Microsoft Office. Valid California Driver’s License. Pre-employment Physical, Drug Testing, and Background Check.
I. Job Summary:
Process all invoices and payments for the Association obligations on multiple bank accounts/funds.
Maintain A/P files, spreadsheets, reports and records related to A/P. Maintain contracts file, current records of all licenses and permits including insured vehicles and boats owned by the Association, manage Independent Contractor Reports, W-9 and 1099 reporting requirements.
Process Paychex payroll.
II. Education and Experience:
a. High school education or equivalent.
b. 2 years minimum Accounting / Payroll experience.
c. Familiarity with Jonas Software is preferred.
d. Knowledge of Paychex Payroll system preferred.
e. Proficient at ten key and typing.
f. Must be familiar with and able to use computer/printer, copiers, fax machines, phone, and other common office equipment.
a. Valid California Driver's License.
IV. Language/Communication: Ability to read, write and speak English is required.
V. Job Requirements:
a. Maintain vendor accounts / files.
b. Maintain contractor files to include business license, certificate of insurance and W-9.
c. Maintain contracts file.
d. Maintain spreadsheets for departmental distribution coding (phone, utilities, employee insurance, etc.).
e. Distribute invoices to Department Managers for coding and approval.
f. Verify correctness of account coding prior to processing invoices.
g. Enter invoices into Jonas system weekly and give to Senior Accountant for coding approval.
h. Reconcile vendor statements.
i. Cut checks as approved, match to corresponding invoices and pass to Director of Finance for final auditing and approval. When signed checks are returned, break down, provide checks to Membership Coordinator to mail, File.
j. Maintain and reconcile Administrations petty cash and prepare monthly reimbursements.
k. Give all check back-up documentation for Reserves and CI (Community Improvements) to Director of Finance.
a. Work closely with Committees and provide any assistance as necessary.
b. Audit check requests to verify backup for payments and authorization signatures as required.
c. Cut checks, file and process deposits for each committee.
Vehicle Fleet and Boat Registrations:
a. Maintain current records of all licensed and/or insured vehicles and boats owned by the Association, verifying that coverage and decals are current.
b. Coordinate with insurance carrier throughout the year as the fleet is increased or deleted.
c. Keep history records on previously owned vehicles/boats, recording if they were sold or used as trade-in.
Independent Contractors Report, W-9 Files and 1099 Reports:
a. Maintain W-9 tax information files on vendors, attorneys and contractors.
b. Create and mail 1099 forms at year-end.
c. Bi-weekly Independent Contractors Report
Authorizations to Charge:
a. Update and maintain files on all employees authorized to walk in and charge at local businesses.
Files include (1) signed authorizations from each department manager, listing their selected employees and which vendors they use, (2) copies of letters sent to each vendor listing our authorized employees, and (3) any correspondence sent to vendors adding or deleting names as required between the annual updates.
a. Process payroll using Paychex.
b. Responsible for cutting manual payroll checks when required.
c. Work closely with Senior Accountant and H/R as it relates to payroll.