Accounting and Payroll Specialist

SMRT Architects & Engineers; Portland (ME); On-site; USD 55,000 - 75,000; Full time

Job summary

SMRT Architects & Engineers in Portland, ME is seeking a Payroll & Benefits Administrator to manage payroll processing, benefits administration, and related accounting tasks. You will collaborate with HR and finance to ensure accurate reporting, compliance, and timely payroll cycles.

The role requires a degree in accounting or finance and 2+ years of payroll and benefits experience. CPP is a plus, and strong Excel skills are essential.

Qualifications

• Bachelor's degree in accounting or finance
• Minimum 2 years of accounting, payroll and benefits experience
• CPP certification is a plus

Responsibilities

• Support accounts payable activities, including invoice processing, coding, approval coordination, vendor account maintenance, and resolution of routine vendor inquiries.
• Assist with billing, payment application, account research, and routine client account inquiries and follow-up.
• Process and maintain accounting transactions, supporting documentation, and financial records in accordance with established procedures.
• Assist with reconciliations and supporting schedules for assigned general ledger and balance sheet accounts, researching and resolving routine discrepancies.
• Provide support for month-end close activities, recurring accounting processes, and other accounting functions as assigned.
• Ensure all payroll transactions are processed accurately and in a timely manner, including new hires, terminations, and changes to employee information.
• Prepare and distribute payroll reports, statements, and summaries for management and employees.
• Administer employee benefits programs, including enrollment, changes, and terminations.
• Serve as the primary point of contact for employees regarding payroll and benefits inquiries, providing excellent customer service and resolving issues promptly.
• Maintain and update employee records to ensure accuracy of payroll and benefits data.
• Ensure compliance with federal, state, and local regulations and monitor changes in laws and regulations related to payroll and benefits.
• Collaborate with HR and finance departments to reconcile payroll and benefits data, resolve discrepancies, and ensure accurate reporting.
• Assist in the development and implementation of payroll and benefits policies and procedures.
• Stay updated on industry trends and best practices in payroll and benefits administration.
• Support the annual benefits open enrollment process, including communication with employees and coordination with benefit vendors. Maintain accurate and up-to-date human resource files, records, and documentation.
• Ensure integrity and confidentiality of HR files and records.
• Assist with payroll functions including processing and resolving employee inquiries.
• Act as liaison with external benefits providers and vendors.

Skills

Payroll processing

Accounting knowledge

Attention to detail

Communication

Analytical

Education

Bachelor's degree in accounting or finance

Tools

MS Excel

Payroll software

MS Word

Outlook

Job description

Description

Summary of Functions

• Supports accounting functions including, but not limited to, accounts payable, billing, transaction processing and coding, vendor account maintenance, account reconciliation support, client and vendor account coordination, and other accounting functions as assigned.
• Oversee and manages the complete payroll process including accurately calculating wages, bonuses, and deductions.
• Administers all employee benefits programs.
• Assists with core HR functions including onboarding, payroll support, benefits coordination, training logistics, and employee communications

Essential Duties and Responsibilities

• Support accounts payable activities, including invoice processing, coding, approval coordination, vendor account maintenance, and resolution of routine vendor inquiries.
• Assist with billing, payment application, account research, and routine client account inquiries and follow-up.
• Process and maintain accounting transactions, supporting documentation, and financial records in accordance with established procedures.
• Assist with reconciliations and supporting schedules for assigned general ledger and balance sheet accounts, researching and resolving routine discrepancies.
• Provide support for month-end close activities, recurring accounting processes, and other accounting functions as assigned.
• Ensure all payroll transactions are processed accurately and in a timely manner, including new hires, terminations, and changes to employee information.
• Prepare and distribute payroll reports, statements, and summaries for management and employees.
• Administer employee benefits programs, including enrollment, changes, and terminations.
• Serve as the primary point of contact for employees regarding payroll and benefits inquiries, providing excellent customer service and resolving issues promptly.
• Maintain and update employee records to ensure accuracy of payroll and benefits data.
• Ensure compliance with federal, state, and local regulations and monitor changes in laws and regulations related to payroll and benefits.
• Collaborate with HR and finance departments to reconcile payroll and benefits data, resolve discrepancies, and ensure accurate reporting.
• Assist in the development and implementation of payroll and benefits policies and procedures.
• Stay updated on industry trends and best practices in payroll and benefits administration.
• Support the annual benefits open enrollment process, including communication with employees and coordination with benefit vendors. Maintain accurate and up-to-date human resource files, records, and documentation.
• Ensure integrity and confidentiality of HR files and records.
• Assist with payroll functions including processing and resolving employee inquiries.
• Act as liaison with external benefits providers and vendors.

Requirements

Education and Experience Requirements

• Bachelor's degree in accounting or finance or related field.
• Minimum 2 years of accounting, payroll and benefit experience.

Desired Credentials

• Certified Payroll Professional (CPP) a plus

Physical Requirements/ Work Environment

• Normal office environment with moderate noise levels, occasional lifting of up to 10-50 pounds, regular walking, sitting, bending, twisting, standing and reaching.
• Ability to perform consistent work on a personal computer.
• Ability to travel to all offices and job sites as needed.

Knowledge, Skills, and Abilities

• Understanding of basic general accounting principles and relevant laws.
• Ability to apply intermediate accounting concepts.
• Effective communication and interpersonal skills.
• Highly organized, analytical, and detail-oriented.
• Ability to prioritize tasks and meet deadlines.
• Proficient with accounting software and office tools (MS Word, Excel, Outlook).
• Team-oriented, service-minded, and committed to personal and professional development.
• Ability to adapt to changing situations, solve problems, and make decisions independently.
• Strong interpersonal and organizational skills; proactive, flexible, and focused.