Accounts Payable and Payroll Associate

Roger Williams Park Zoo; Providence (RI); On-site; USD 22,000 - 28,000; Part time

Job summary

Roger Williams Park Zoo is hiring a part-time, year-round Accounts Payable and Payroll Associate. Under the Controller, you will support payroll processing, AP administration, vendor records, expense coding, and month-end/year-end activities.

The role involves weekly payroll processing and AP cycles with a Monday processing rhythm and a four-day flex schedule. Responsibilities include timecard verification, data import, payroll adjustments, vendor setup, invoice coding, and audit support.

Qualifications

• High school diploma or equivalent required.
• Three years of Accounts Payable & Payroll processing experience including the use of ERPS, databases.
• Microsoft Office, Excel, Financial Edge NXT software, and knowledge of payroll software Paycor.
• Preferred experience with diverse populations and ability to speak additional languages.
• Excellent verbal and written communication skills.
• Thorough knowledge of accounts payable procedures, payroll processing, chart of accounts, and corporate procedures.
• Ability to use automated data processing systems.
• Highly organized and able to multitask with minimum supervision.

Responsibilities

• Process weekly payroll and ensure accuracy and timeliness.
• Handle year-end duties including W-2s and 1099 processing coordination.
• Maintain vendor records, code expenses, match invoices to POs, and manage AP check runs.
• Reconcile credit card statements and assist with month-end closing.
• Respond to vendor inquiries and support auditors with requested documentation.

Skills

Accounts Payable

Payroll processing

Time and Attendance ERP

MS Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

Financial Edge NXT

Paycor

ERP systems

Job description

RWPZ is currently recruiting for a part-time, year-round, Accounts Payable and Payroll Associate. Under the supervision of the Controller, the Accounts Payable and Payroll Associate is responsible for supporting the Finance department through accurate and timely payroll processing, accounts payable administration, vendor record maintenance, expense coding, invoice processing, credit card reconciliation, monthly reporting, and year-end audit support. This role ensures payroll and vendor payments are completed according to established schedules, maintains organized financial documentation, responds to payroll and vendor-related inquiries, and helps support accurate month-end and year-end financial processes. This position will work Monday through Thursday, from 9:00 am-3:00 pm, and on weekly holidays, flex their time to work four days a week.

RESPONSIBILITIES

Weekly Payroll:

(Payroll is processed on Mondays; for Monday holidays, payroll is processed on Tuesday.)

• Verify employee timecards to ensure all department supervisors have approved employee hours in the Time and Attendance Enterprise Resource Planning (ERP) system.
• Import approved timecard data into the payroll system.
• Verify imported payroll data for accuracy, including total weekly hours, deductions, and other payroll-related information.
• Process payroll adjustments and modifications requested by the HR department.
• Review, print, and verify pre-processing payroll journals for accuracy before final submission and archive payroll reports.
• Process and finalize weekly payroll, ensuring employees are paid accurately and on schedule.

Year-End Duties:

• Process the final payroll of the year, including year-end adjustments and corrections for W-2s.
• Coordinate year-end 1099 processing with a third-party vendor, ensuring accurate vendor information and timely filing.
• Support year-end financial audits by providing auditors with requested AP & Payroll documentation, reports, and any supporting information.

Accounts Payable (AP) Responsibilities:

• Maintain accurate digital and physical financial records, vendor files, and tax documentation, including Form W-9s.
• Set up new vendors, establish payment terms, and ensure all required documentation is received and maintained.
• Code expenses to the appropriate GL accounts, match invoices to purchase orders (POs), and enter daily invoices and employee expense reimbursements from multiple departments.
• Process weekly Thursday AP check runs, ensuring vendors are paid accurately and according to established payment terms and available discounts.
• Ensure recurring and monthly vendors/credit cards are paid accurately and on time.
• Reconcile corporate credit card receipts to monthly statements and record transactions for month-end closing.
• Respond to vendor inquiries, research payment issues, and reconcile monthly vendor statement discrepancies.
• Run and reconcile month-end AP reports, including invoice aging, outstanding checks, and other AP-related reports according to the monthly closing calendar.

Other functions and responsibilities (Non-Essential/Marginal Functions)

Be a liaison with vendors and employee-related payments and fees.

Required Experience, Training and/or Education:

• High school diploma or equivalent required.
• Three years of Accounts Payable & Payroll processing experience including the use of ERPS, databases,
• Microsoft Office, Excel, Financial Edge NXT software, and knowledge of payroll software Paycor.
• Preferred Experience and Education:
• Recent experience working with diverse populations and fluency in speaking additional languages.
• Proficiency in Microsoft Office.
• Excellent verbal and written communication skills.
• Thorough knowledge of applicable accounts payable procedures, payroll processing, financial chart of accounts, and corporate procedures.
• Ability to:
• use automated data processing systems.
• operate office machines.
• understand and incorporate information in a manner consistent with the essential job functions.
• compare, transcribe and perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication, and division continuously, quickly, and accurately.
• Highly organized and able to work and multitask with minimum supervision.

Additional Requirements:

• Successful completion of a background check.

Supervisory Responsibilities:

Not applicable.