Visiting Nurse Association of Boston

Position Description

Position Title:          Payroll Specialist/Accounts Payable Coordinator             Dept:               Finance

Reports To:             Controller                                                                       Grade:            B

Supervise:                N/A                                                                                Job Code:       172                

Purpose of Position: Performs dual function of processing payroll and accounts payable.  Provides training to employees on ADP Timesaver electronic time card system and handles support calls as needed.  Performs tasks pertaining to the payroll function, including processing time cards for hours worked, vacation hours and sick leave for assigned pay group(s).  Compiles information on straight time and overtime. Processes Expense Report Reimbursement.  Checks and verifies A/P check request documentation for four entities.  Responsible for oversight and entering of all invoices into the A/P system.  Reviews Accounts Payable Aging report and selects vendor invoices for payment.  Provides necessary research for variances with G/L balance.  Handles vendor telephone inquiries regarding expected payments, and invoice or payment error resolution. 

Accountabilities:

1.      Calculates employee hours worked and benefit time used according to established rules and procedures:

·        Ensures hours reports have been received via payroll check-off list.

·        Reviews benefit summaries for terminating and leave of absence employees.

2.      Participates in the transmission of the weekly payroll to ADP:

·        Performs the uploading and downloading of payroll data to and from ADP

·        Verifies payroll information on a weekly basis such as: changes and calculated hours, direct deposits, garnishments, benefit hour accruals, MBTA passes, United Way, and MNA deductions.

·        Reviews payroll register(s) to verify payroll transactions processed.

·        Reviews the wage and tax registers on a quarterly and annual basis.

3.      Provides training on the ADP Timesaver electronic time card system and handles problems from the user community.  Establish new users in Timesaver and assigns appropriate rights.

4.      Calculates Weekly Expense Reimbursement forms received for all employees, checking for mathematical errors and rule compliance including receipt validation.  Processes reimbursement payments into ADP for inclusion with weekly paychecks.

5.      Communicates and resolves payroll issues.

6.      Maintains benefit balances and participates in annual benefit accrual resets. Distributes VNAB benefit reports.

7.      Reviews all check requests for appropriate authorization, accuracy and designates appropriate company and account classification and enters or coordinates the data entry of all invoices into the A/P system.

8.      Responds to internal and external inquiries regarding the status of check requests

9.      Selects vendor invoices for payment. Prepares the weekly run of checks after receiving authorization from the Controller or other appointed personnel.

10.  Prepares data and forms for annual 1099 submission.

11.  Participates in various year-end audit procedures by producing invoice documents to support expenses incurred.

12.  Performs other duties assigned and complies with all policies and procedures of the Agency and other regulators

·        Attends departmental and committee meetings.

·        Participates in activities that enhance self-competence and the agency’s performance improvement program.

Education/Professional Requirements: High school diploma and/or equivalent.  Five years plus of payroll and accounts payable experience.  The ability to work independently and meet deadlines. Good organizational and interpersonal skills.  Ability to communicate problem resolution well with all levels of employees.  Mathematical aptitude; ability to handle a fast paced environment which changes daily. Personal Computer experience with knowledge of spreadsheet programs.

Physical Demands:

3. Sitting;  4.Lifting;  5.Carrying;  10.Stooping;  14.Reaching;  15.Handling;  16.Fingering; 

18.Talking;  19.Hearing;  21.Near acuity;   22.Far acuity;  25.Color vision; 

27.Coordination of eye / hand / foot controls.

Approvals:

____________________________________            __________________________       

(Department Head)                                                     (Date)

____________________________________            __________________________       

(Vice President)                                                            (Date)

____________________________________            __________________________

(Director of Human Resources)                                     (Date)

10/09