Accounting Specialist (AP, AR, and Payroll) - Literacy Minnesota

Literacy Minnesota is a complex organization, with a wide range of program offerings and diverse funding sources, including state, federal, local government, corporate, and foundation funding. This role is a key member of the Finance Team, primarily focused on providing accurate and timely processing/payment of vendor invoices and processing payroll for the company.

Reporting to the Finance Director, The Accounting Specialist is responsible for the financial processing of transactions for the Company. Duties include processing vendor invoices into the accounting system (Sage Intacct), obtaining approval for vendor payments, supporting the payment of invoices, and accurate record keeping. The role will also manage expense reimbursements and process payroll on a bi-weekly basis through our payroll system (ADP).

Compensation: starting pay rate between $25.00-$28.80 per hour (commensurate with experience). This position is 40 hours per week and is benefits-eligible, and will accrue Paid Time Off (PTO) and be eligible for paid holidays. 

Role Overview

• Accounts Payable
  • Process daily invoices, verify proper GL coding, ensure all paperwork is in order, enter data into the general ledger accounting system, and issue vendor payments
  • Ensure accurate and timely communication relating to vendors and contractor payments, follow up on vendors' requests
  • Ensure all vendor information is correctly set up in our general ledger and verified with W9 forms
  • Review, verify, and process employee expense reports
  • On a weekly basis, review payments that are coming due and process vendor payments (check, ACH, other)
• Accounts Receivable
  • Responsible for full cycle Accounts Receivable function including managing A/R Inbox, desktop deposits, cash collections, posting of cash and sending invoices and statements
  • General ledger activities including preparing A/R related journal entries
  • Prepare bank deposits on a weekly basis
  • Reconcile key A/R accounts
  • Receive, research and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate parties 
• Payroll 
  • Be the subject matter expert for ADP regarding timesheets, reporting, and payroll
  • Responsible for checking the accuracy and processing of payroll on bi-weekly basis
  • Prepares and transmits payroll contributions and reports, such as quarterly Payroll, 941 reports, unemployment tax, workers compensation report, FRS pension, etc. to State and/or Federal agencies
  • Prepares and distributes annual W-2s to employees as well as all other payroll related issues
  • Performs monthly, quarterly, fiscal year end and calendar year end payroll procedures
  • Prepares requested documents and files for annual external financial and workers compensation audits
  • Responds to inquiries from Banks and other financial institutions
  • Prepares and processes hardship withdrawal requests, new account set up, changes and break of service information to retirement institutions for 401(k)
  • Checks all benefit monthly billing and deferred compensation to reconcile against the payroll accruals
  • Collects COBRA and retirement premiums and reconciles to monthly billing
  • Sets up report garnishments pursuant to legal documents
  • Ensure compliance with multi-state payroll laws
  • Assist with payroll troubleshooting and resolves employee pay discrepancies
  • Maintain contact with vendor to investigate discrepancies, resolve issues
  • Manage payroll files and other record keeping 
• Other Duties
  • Reconcile general ledger accounts as assigned
  • Cross train with other staff members of the team (earned revenue staff accountant, grant accountant) to provide coverage when needed
  • Cost Allocations

Required Qualifications

• Bachelor's degree in accounting, finance, or equivalent experience required
• Minimum two years of experience as an accounts payable and payroll specialist or similar role
• Intermediate to advanced proficiency with Microsoft Excel, including creating and using pivot tables
• Microsoft Word, PowerPoint, Outlook and Teams experience required
• Manages work independently, with a high degree of accuracy
• Excellent communication skills required
• Manages multiple projects concurrently, meeting deadlines and responding to changing priorities
• Works effectively with others, providing superior service to customers both inside and outside the organization

Preferred Qualifications

• Non-profit experience
• Experience using Sage Intacct software preferred
• Experience using ADP payroll software preferred