Payroll/Accounts Payable Specialist

Town of Steilacoom; Steilacoom (WA); On-site; USD 52,000 - 78,000; Full time

Job summary

The Town of Steilacoom is seeking a Payroll/Accounts Payable Specialist to manage payroll, accounts payable, and purchasing operations. This pivotal role ensures accurate, timely processing and acts as the main resource for these functions within the town office.

The position is open until filled, with first applicant review on September 30, 2026. Candidates should be detail-oriented, able to handle confidential information, and comfortable working in a municipal environment.

Qualifications

• Knowledge of payroll processing, reporting requirements, and payroll practices.
• Knowledge of accounts payable and purchasing processes.
• Knowledge of computerized payroll, accounting, and financial systems.

Responsibilities

• Process payroll from start to finish with accuracy and timely reporting.
• Handle accounts payable, purchasing records, and vendor payments.
• Prepare and distribute reports, including year-end filings and 1099s.
• Respond to employee inquiries and maintain confidential payroll data.

Skills

Payroll processing

Accounts payable

Purchasing

Microsoft Office

Confidentiality

Communication

Education

High School Diploma or GED

Associate degree in business (substitutes 1 year experience)

Tools

Vision Payroll System

Job description

The Town of Steilacoom is looking for a skilled Payroll/Accounts Payable Specialist to manage the Town of Steilacoom's payroll, accounts payable, and purchasing operations. This is a key, independent role with primary responsibility for keeping these financial processes accurate, timely, and running smoothly. This position serves as the Town's primary resource for these functions.

This position is open until filled.

First applicant review on September 30, 2026.

Basic Purpose:

Performs payroll, accounts payable, and purchasing functions for the Town, with primary responsibility for accurate and timely payroll processing and related reporting. Performs accounts payable and purchasing activities, including invoice processing, vendor payments and purchasing records.

Essential Duties & Responsibilities:

These duties include but are not limited to the following:

Payroll

• Processes payroll from start to finish, including maintaining payroll records and files, benefits administration, generating payroll checks and direct deposits and completing required monthly, quarterly, audits and year-end reports.
• Processes all payroll vendor payments.
• Maintains accurate and confidential payroll records and filing systems.
• Performs payroll-related accounting activities and reconciliations; researches and resolves payroll discrepancies.
• Responds to employee inquiries regarding payroll, deductions, payments, tax information and related matters.

• Initiates payment plans with employees as needed.
• Partners with Human Resources on pay data, including COLAs, benefit costs and administration and salary surveys.
• Performs accounting-related projects and other payroll activities as assigned or requested.
• Researches and analyzes payroll compliance based on federal and/or state legislative changes.
• Responsible for verifying, producing and distributing W-2s to employees.

Accounts Payable & Purchasing

• Processes Town purchases and accounts payable transactions, including reviewing invoices, payment requests, and reimbursement claims for accuracy and completeness.
• Researches and resolves discrepancies involving invoices, statements, vendors, and Town employees.
• Coordinates purchasing activities and maintains purchasing records and files.
• Processes vendor payments and prepares and distributes voucher, expenditure, and vendor reports.
• Maintains purchase order records and related tracking spreadsheets.
• Serves as a point of contact for Town employees regarding purchasing and accounts payable procedures and transactions.
• Assists with monitoring purchasing and accounts payable expenditures in relation to the Town's budget.
• Maintains documentation for fixed asset purchases, including invoices and supporting records.
• Performs year-end accounts payable activities, including preparing required 1099 forms and related filings.

General

• Composes correspondence and prepares documents and reports as needed.
• Provides responsive and professional service to Town employees and vendors.
• Provides backup assistance to other administrative functions, including the Cashier/Receptionist at the Public Works building, as needed.
• Picks up and delivers mail between Town buildings and the Post Office, as needed.
• Delivers daily bank deposit.
• Performs other duties as assigned.

Qualifications:

Required Qualifications:

• High School Diploma or G.E.D.
• Two (2) years of experience with computerized accounting, accounts payable, purchasing, or related financial systems purchasing or closely related field.
• Two (2) years of experience in payroll using a computerized payroll system.
• An associate degree in business or related field may be substituted for one (1) year of experience.
• Valid driver license.
• Ability to operate a vehicle and have reliable transportation.

Preferred Qualifications:

• Experience with Vision Payroll System.
• Experience performing accounts payable or purchasing functions in a municipal or other public-sector environment.

Knowledge, Skills, and Abilities:

• Knowledge of payroll processing, related reporting requirements, and applicable payroll practices.
• Knowledge of accounts payable and purchasing processes.
• Knowledge of computerized payroll, accounting, and financial systems.
• Knowledge of Microsoft Office applications, including word processing and spreadsheets.
• Skill in performing mathematical calculations and reviewing financial information for accuracy.
• Skill in organizing and prioritizing multiple tasks and meeting established deadlines.
• Ability to maintain confidentiality and exercise discretion when handling payroll and financial information.
• Ability to identify, research, and resolve discrepancies and problems.
• Ability to communicate clearly, effectively, and tactfully, both orally and in writing.
• Ability to establish and maintain effective working relationships with Town employees and vendors.
• Ability to work independently with limited supervision and exercise sound judgment.
• Ability to remain calm and professional when working under pressure or with frequent interruptions.
• Ability to adapt to changes in duties, procedures, methods, and technology.
• Ability to learn and apply new procedures, systems, and skills.
• Ability to operate standard office equipment and computer systems.

Working Conditions

Work Environment:

The functions of this position are performed primarily in an office environment with regular contact with Town employees, vendors, and members of the public. Occasional travel between Town buildings, the Post Office, and vendors may be required. Requires the ability to work with periods of increased workload, particularly during payroll processing, month-end, and year-end activities.

Physical Requirements:

Requires frequent sitting, standing, and walking. Requires sustained concentration and attention to detail in performing payroll, accounting, and purchasing duties. Occasional bending and stooping. Frequently requires continuous hand and finger movement for writing, keyboarding, and other computer operations. Requires the ability to lift or move objects weighing up to 25 pounds on a non-repetitious basis. Requires the ability to communicate effectively and exchange information with Town employees, vendors, and members of the public.

The Town of Steilacoom is an equal opportunity employer.

Town of Steilacoom