Payroll & Accounts Payable Support Specialist

Fox; Honolulu (HI); On-site; USD 55,000 - 75,000; Full time

Job summary

Fox in Hawaii seeks a Payroll & Accounts Payable Specialist to support day-to-day finance operations. You will oversee payroll functions, assist with data entry, and manage staff records in the PowerSchool system.

You will handle seasonal pay, ACA compliance, W-2 reporting, and vendor data while maintaining confidentiality and accuracy across multiple systems. Strong attention to detail and the ability to work independently are essential.

Qualifications

• Associate’s degree or higher in related field preferred.
• Between 2 and 5 years of payroll processing and/or accounts payable experience preferred.
• Experience in a school district and/or school district accounting or payroll department preferred.

Responsibilities

• Oversee all aspects of payroll functions.
• Assist Payroll Manager with payroll processing, data entry and accuracy.
• Assist Payroll Manager with processing payroll related staff records in PowerSchool.
• Create timesheets and work records for seasonal activities.
• Prepare and process payrolls for seasonal activities and related positions.
• Ensure ACA compliance for benefits.
• Prepare, maintain and file payroll reconciliation reports and vouchers.
• Reconcile tax payments and retirement reports for various systems.
• Assist in W-2 reporting and retirement process tasks.
• Attend professional development to enhance payroll practices.
• Provide training and guidance to district staff as needed.
• Maintain vendor W-9 management and vendor data accuracy.

Skills

Payroll processing

Accounts payable

Data entry

TimeClock Plus

SISFin

PowerSchool

Confidentiality

Attention to detail

Education

Associate's Degree or higher in related field

Tools

SISFin

TimeClock Plus

PowerSchool

Job description

POSITION SUMMARY

This position will support the day-to-day operations of payroll and accounts payable within the finance department.

ESSENTIAL FUNCTIONS

• Oversee all aspects of payroll functions.
• Assist the Payroll Manager with payroll processing, data entry and accuracy.
• Assist the Payroll Manager with processing payroll related staff records and tasks in the PowerSchool Records system.
• Create timesheets and work records for seasonal activities including, but not limited to, summer school and extended school year.
• Prepare and process payrolls for all seasonal activities and extra duty positions including, but not limited to summer school, extended school year, and annual online training videos.
• Ensure compliance with Affordable Care Act (ACA) requirements including, but not limited to, all employees are in benefit compliance.
• Prepare, maintain and file reports and vouchers for reconciling payroll in an accurate and timely manner.
• Conduct weekly imports from TimeClock to SISFin in applicable accounting programs.
• Assist in reconciling all tax payments for payroll purposes.
• Assist in calculating bi-weekly payments to and prepare annual retirement reports for teacher and non-teacher retirement systems.
• Assist Payroll Manager in reconciling and issuing W-2 reporting for the district.
• Research, maintain and execute tasks related to retirement processes for reporting (e.g. Oasis, PSRS and PEERS).
• Assist and reconcile with Public Service Retirement Systems reporting for all staff.
• Assist reconciling payroll account balances (e.g. timesheets, payroll, salary adjustments, tax deposits, etc.) for maintaining accurate account balances and complying with established guidelines.
• Attend various professional development workshops, conferences, meetings, and trainings to enhance knowledge of payroll practices, methods and procedures.
• Provide training, assistance and guidance to district staff and other stakeholders as needed.
• Oversee vendor W-9 management related to tax purposes including, but not limited to, data entry, filing, and record keeping.
• Maintain and process accurate vendor information throughout the year as required and needed. This includes, but not limited to, change of addresses, tax identifications, contact numbers, email addresses and banking information.
• Assist with processing Purchase Orders (POs) verified as paid.
• Ensure correct documents and invoices are attached to goods received, marked accordingly in the financial system, and POs are ready to process for payment.
• Assist with additional accounts payable tasks as needed.
• Screen payroll and accounts payable items and research information for various stakeholders, including staff, customers, and vendors.
• Reconcile accounts payable and payroll related tasks to payroll withholdings and vendor payables.
• Prepare and maintain accurate files and records.
• Create spreadsheets and reports as needed.
• Comply with all district policies, procedures, and regulations.
• Maintain confidentiality.
• Perform other duties as assigned.

ESSENTIAL SKILLS AND ABILITIES

• Ability to communicate effectively, both orally and in writing, with a variety of clienteles.
• Ability to work effectively and professionally with all stakeholders.
• Ability to read, analyze, and determine a course of action based on various types of written and verbal information.
• Demonstrates a commitment to be a team player and to help colleagues as needed. Establishes and maintains effective working relationships with colleagues.
• Ability to exercise sound judgment.
• Ability to work independently with limited supervision and demonstrate initiative to act without being asked.
• Ability to function in a multi-tasking environment and flexibility to adapt to changing operational conditions.
• Calm demeanor for handling stressful situations.
• Ability to accomplish tasks that are often interrupted by persons with special and/or immediate needs.
• Work independently with little or no supervision and within established time restraints.
• Ability to add, subtract, divide, and multiply in all units of measure consistent with the duties of this position.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations consistent with the duties of this position.
• Knowledge and use of computer and related software, copiers, eFax, calculators, Google Suites, Microsoft Suites, SISFin, and TimeClock Plus.
• Ability to report to work consistently and promptly as scheduled.
• Strong attention to detail.

BASIC REQUIREMENTS

• Associate’s Degree or higher in related field preferred.
• Between two (2) to five (5) years of payroll processing and/or accounts payable experience preferred.
• Experience in a school district and/or school district accounting department or payroll department preferred.