Accounting & Payroll Specialist

Smithsonian Enterprises; Maryland; On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Transit benefits

Annual & Sick Leave

403(b) Retirement Plan

Membership discounts

Museum stores and restaurants

Flexible Spending Account

Job summary

Smithsonian Enterprises is seeking an Accounting & Payroll Specialist to support the Accounting Department. You will handle journal entries, payroll processing, and financial statement preparation for 400+ employees, ensuring GAAP compliance and strong internal controls.

Responsibilities include maintaining time and attendance, ADP payroll processing, and collaborating with Division Financial Managers on reconciliations and analyses to improve accounting processes.

Qualifications

• Bachelor’s degree in Accounting, Finance, or related discipline.
• 4-5 years related experience.
• Familiarity with payroll systems (ADP preferred).
• Knowledge of GAAP and internal controls.

Responsibilities

• Prepare and process journal entries in Dynamics 365 for divisions.
• Review financial results and adjust as needed.
• Ensure revenue and expense recognition complies with contracts and GAAP.
• Maintain divisional ledgers and reconcile with subsidiary systems.
• Prepare monthly divisional financial statements and analyses.
• Support payroll operations and time & attendance using ADP.

Skills

Attention to detail

Analytical thinking

Communication skills

Time management

Interpersonal skills

Education

Bachelor’s degree in Accounting, Finance, or related discipline

Tools

Dynamics 365 (D365)

ADP

Microsoft Office

Job description

The Accounting & Payroll Specialist is a member of the Smithsonian Enterprises Accounting Department, reporting to the Senior Accounting Manager with a dotted line to the Payroll Manager. The role provides accounting and payroll support, including financial statement preparation and analysis, maintenance of accounting records, and improvement of accounting processes. Responsibilities include supporting day-to-day payroll operations, processing bi-weekly payroll, and maintaining time and attendance records for more than 400 employees. The incumbent ensures compliance with accounting procedures, internal controls, tax regulations, company policies, and payroll-related requirements while performing other accounting and payroll duties as assigned.

DUTIES AND RESPONSIBILITIES

Accounting:

• Prepares and processes journal entries in Dynamics 365 (D365) for assigned division(s), including supporting documentation, and submits to manager for review and approval.
• Reviews financial results for assigned division(s) and prepares correcting/adjusting journal entries as necessary.
• Ensures revenue and expense recognition is compliant with executed contracts, GAAP, and SE/SI Accounting Policies.
• Processes and records divisional system(s) reports; reconciles D365 with subsidiary system; reports and resolves any variances or unusual activities.
• Reviews ledger activities including Cash, Accounts Payable, and Activity codes; reports and resolves issues timely.
• Prepares monthly divisional financial statements, reviews with Division Financial Manager.
• Performs assigned balance sheet account reconciliations; identifies and resolves outstanding reconciling items.
• Identifies and reports Out-of-Period Adjustments.
• Prepares and provides analysis for Divisional Balance Sheets, P&Ls, and Accounts Receivable Aging Reports; works with Division Finance Managers to resolve any issues.
• Participates in Stores Annual Physical Inventory, as requested.
• Maintains documentation for procedures and processes for all areas of responsibilities; review, provide recommendations for improvements, and update existing procedures as necessary.
• Other duties, as assigned.

Payroll:

• Assists with accurate and prompt salary payment to all employees, in compliance with current government regulations and company policies.
• Participates in a quality assurance review of all new hire employee records in ADP.
• Assists with entry of employee information for electronic pay methods, tax withholdings, advances, garnishments, levies, and other payroll deductions in ADP.
• Assists with reviewing and approval of ADP Enhanced Time & Attendance submissions, assists with resolving issues, and uploads into ADP payroll module.
• Assists with managing workflow to ensure payroll batch transactions are processed accurately and timely.
• Assists with producing the payroll cost report for submission to the Corporate Accountant.
• Assists with downloading benefit information files from third-party vendors and imports into ADP.
• Assists with issuing stop payments, processes voids, and reissues replacement checks through ADP, as needed.
• Responds timely and accurately to payroll related questions.
• Participates in the preparation and reconciliation of annual W-2 statements.
• Supports internal and external audits by preparing and providing required analysis and/or supporting documentation for all areas of responsibilities.
• Maintain compliance with all current privacy guidelines surrounding employee information.

QUALIFICATION REQUIREMENTS

Bachelor’s degree in Accounting, Finance, or related discipline, and 4-5 years related experience.

• Knowledge of accounting systems and processes applicable to the accounting function.
• Meticulous attention to detail required, as well as reliability, accuracy, and timeliness in performance of responsibilities.
• Knowledge of general payroll, accounting and good internal control practices.
• Experience using payroll systems, ADP preferred.
• Knowledge and experience in applying payroll principles, techniques, and procedures.
• Experience gathering, assembling, consolidating, and analyzing data.
• Ability to independently perform assignments using conventional methods and techniques.
• Excellent written and oral communication skills.
• High level of technological, organizational, and analytical skills.
• Ability to establish and maintain effective relationships with and gain the cooperation of all levels of staff to resolve problems and provide advice and assistance.
• Proficient with Microsoft Office applications.

Salary: Up to $70,000 annually, commensurate with experience.

We offer excellent benefit programs including Health, Dental and Vision Insurance, Life Insurance, Transit/Commuter Benefits, Annual and Sick Leave Accrual, Family Friendly Leave, 403b Retirement Program, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Flexible Spending Account (Health & Dependent Care)

Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials.This documentation is the responsibility of the applicant and should be included as part of your application package.

Final candidate selection will be subject to the applicant’s successful completion of a pre-employment background check and subsequent background investigation.Employees are required to serve a one-year probationary period and participate in Direct Deposit for salary payment.EOE. This is not a Federal Service position. Applicants must be U.S. employment eligible. No phone calls, please. Relocation expenses are not paid. This is not a telework/remote position.