Jackson County Library Services - Accounting and Payroll Specialist
Salary: $39,182 TO $49,075 PER YEAR
Location: Medford, OR
With more than 200 days of sunshine each year, Jackson County, Oregon is located midway between Portland and San Francisco. The region boasts beautiful valleys and mountain lakes, wineries, wild rivers, easy access to the Redwoods and coast, and cultural entertainment to rival big cities. Jackson County Library Services (JCLS) serves the 220,000 residents of Jackson County with 15 branch libraries. The mission of the Jackson County Library District is to connect everyone to information, ideas, and each other. We provide a wide range of children’s, teen, and adult physical and electronic resources and collections as well as outreach services, including booktalks for elementary and middle school students, services for homebound patrons, and outreach to childcare centers. Our ever-changing calendar of programs and events is diverse, including musical performances, lectures, art exhibits, classes, book groups, storytimes, and more.
The Accounting and Payroll Specialist performs a variety of routine and complex tasks in support of the Finance Department. Areas of responsibility include Accounts Payable (AP), Accounts Receivable (AR), Payroll, and various administrative functions. The position is responsible for the AP/AR processes as well as the associated reconciliations and analysis; reviewing and reconciling financial data; correcting inaccuracies; and proposing changes to improve internal controls or improve efficiencies. The position is also responsible for processing payroll accurately on a bi-weekly basis; and producing quarterly and yearly reports in compliance with local, state and federal laws. The Accounting and Payroll Specialist is expected to accomplish routine tasks independently and to handle non-routine responsibilities with a moderate amount of supervision and instruction from the Accountant and Senior Accountant.
DUTIES AND RESPONSIBILITIES ACCOUNTING (60%)
- Administers the Accounts Payable (AP) process for JCLS. Performs all aspects of the AP functions including matching purchase orders to invoices, entering invoices into the District's financial software and processing check runs according to department deadlines and internal controls. Acts as primary contact within the Finance Department for purchase orders, including reviewing requisitions and invoices for accuracy and compliance with procurement policy and departmental guidelines.
- Sets up and maintains AP files in compliance with accounting policies, best practices and archiving requirements. Provides accurate and effective document preparation and records management relative to the AP function in accordance with record retention policies and laws.
- Sets up and maintains the Account Receivables (AR) process for the District. Performs all aspects of the AR functions including matching Friends and Foundation fund requests to invoices, creating invoices and processing AR according to department deadlines and internal controls.
- Reviews credit card transactions and statements; monitors for compliance with District purchasing guidelines; and verifies proper account coding.
- Sets up new vendors and maintains vendor W-9 forms in accordance with IRS regulations.
- Reconciles vendor statements monthly by matching payments to amounts due on vendor statements and reviewing vendor statements for accuracy. Researches and resolves any outstanding balances on accounts, including telephone, mail or email communications with vendors.
- Produces 1099 forms and ensures compliance with Federal and State reporting requirements.
- Generates operational and summary reports. Prepares and enters journal entries and balances AP system detail to summary accounts.
- Assists in annual audit by preparing assigned reports or providing documentation.
- Researches and recommends programs, policies and procedures to improve the effectiveness and efficiency of the AP function, including new software, internal controls, new electronic payment technologies and customer service.
- Provides input regarding policy and procedural changes and improvements taking into account sound internal controls. Monitors processes for Federal and State compliance and best practice.
- Monitors and reviews outstanding checks. Processes voids and/or reissues as needed.
- Manages the configuration, maintenance, modification, operation and implementation of the payroll module(s) in the District’s financial system; identifies and resolves ongoing functional and technical issues; coordinates, configures, maintains and tests system modifications; creates and updates employee master files; identifies and recommends system enhancements to improve internal controls and efficiencies, and to be in compliance with federal and state payroll laws and regulations.
- Audits, develops, defines, maintains, modifies and prorates payroll time entries, including deduction and benefit codes to facilitate payroll processing and reporting to internal and external parties.
- Coordinates and responds to department representatives and employees with regard to data entry and questions related to bi-weekly payroll processing.
- Enters and reviews for accuracy all payroll system changes arising from policies or process improvements, including hours and scheduling codes, benefit codes, accrual codes, pre- and post-tax deduction codes and tax rate tables.
- Prepares and distributes payroll checks and coordinates direct deposit electronic funds transfers and notices in accordance with state time requirements.
- Reconciles payroll registers and other payroll-related general ledger accounts; processes payment back-up paperwork for deductions, payroll taxes and District paid benefits.
- Issues and ensures timely distribution of manual checks for separations, retirements and approved draws.
- Prepares and submits payments for employee benefit payments to applicable vendors.
- Prepares and inputs all journal entries related to payroll processing.
- Researches, responds to, analyzes and resolves various employee, department and management inquiries and/or complaints related to payroll processing.
- Maintains and utilizes the Oregon Payroll Reporting System (OPRS) for electronic quarterly reporting.
- Prepares, reconciles and submits bi-weekly federal and state tax payments utilizing accounting software for preparation and reconciliation purposes and on federal and state websites for payment.
- Files all federal and state quarterly and annual payroll tax related reports including 941s, OQs, 132s, etc.
- Compiles information for payroll tax reporting on a quarterly and annual basis, and completes General Ledger fiscal year end payroll system reconciliation. Reconciles workers' compensation wages to quarterly federal tax reports in preparation for workers' compensation audits.
- Completes calendar year reconciliation of the payroll system and issues W-2 statements; ensures the timely transmission of W-2 information to the Social Security Administration.
- Updates and reconciles benefit election forms to employee's payroll record and to associated payroll registers; uploads bi-weekly contribution files for benefits and deductions to third party vendors.
- Performs month-end and year-end closing processes for payroll, including preparation of audit work papers, related financial analyses and
- Annual Financial Report payroll sections as required for the annual audit and workers' compensation audit.
- Provides backup to other areas of responsibility within the job group.
- Regular attendance.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
- Excellent clerical skills in typing/word processing, spreadsheets, filing, ten-key by touch and operating modern office equipment.
- Intermediate to advanced experience with Microsoft Office Suite, specifically Excel and Word.
- Technical knowledge of AP processes. Fundamental knowledge of AP industry best practices, internal controls and basic financial management.
- Must be able to analyze and evaluate technical payroll activities and detailed computations by understanding basic principles of accounting, federal and state laws, and accounting standards, especially debits and credits and how they affect the general ledger and reports.
- Must possess significant knowledge of payroll processes and procedures, regulations including wage and hour laws, benefit compliance and taxability, payroll tax laws, and reporting requirements, such as, but not limited to, knowledge of FICA and Medicare rates; tax consequences of retirement and Section 125 deductions; Oregon’s transit tax requirements and reporting; ACA reporting; workers’ compensation wages and reporting; and which types of wages are subject to which types of taxes.
- Must possess strong attention to detail, strong organizational skills, and the ability to accurately record and provide documentation.
- Communicate effectively both in person and in writing, including the ability to develop, maintain and implement written desk procedures and train other employees in all areas of assignment.
- Excellent customer service skills. Ability to resolve disputes with customers; maintain composure and deal tactfully with the public. Respond promptly to customer needs, solicit customer feedback to improve service, respond to requests for service and assistance.
- Strong organizational and time management skills with the ability to prioritize and learn multiple responsibilities; ability to work accurately and quickly.
- Ability to work with regular interruptions, and perform duties independently.
- Ability to consistently meet required deadlines.
- Ability to exercise independent judgment on routine and non-routine matters, identifying problems and making suggestions for improvements.
- Maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
- Ability to interpret and apply Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles relative to area of assignment.
- Ability to get along well with coworkers and the public, and maintain effective work relationships.
QUALIFICATIONS MINIMUM QUALIFICATIONS
- Associates Degree from a regionally accredited college with coursework in computerized accounting systems, billing, business administration or a related field.
- Two years of experience processing full cycle accounts payable and payroll using computerized accounting systems. OR
- High School Diploma
- Five years of experience processing full cycle accounts payable and payroll using computerized accounting systems.
- Governmental, nonprofit, and/or fund accounting experience preferred.
- Experience processing full cycle bi-weekly payroll for more than 100 exempt and non-exempt employees.
- Accounts payable and/or payroll certification from an accredited institution or agency.
- Criminal background check required.
While performing the duties of this position, the employee is continuously required to communicate by talking and listening, use of fingers and hands, repetitive motion and sitting. Frequently required to stand, walk, reach, sit and feel. Occasionally bend, stoop, grasp and rarely to feel, kneel or crawl. The position requires mobility, including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., may infrequently require moving materials weighing up to 20 pounds. Manual dexterity and coordination are required over [75%] of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment. Travel to other district locations and/or to workshops/professional meetings/conferences. This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. Conditions may consist of the following:
- Reading for comprehension and direction (policies & procedures)
- Speaking to share, respond and maintain relationships or to convey instructions and/or direction
- Presenting to a wide range of ages and audiences to inspire lifelong learning
- Considerable cognitive process to make effective decisions for non-routine work
- Various equipment includes computers with a keyboard and mouse, telephone, and other electronic devices to share documents, information and discussion
- Deadlines and changing priorities with multiple demands on time
- Attendance at evening and weekend meetings and/or social/business events
- Available for emergencies and off-schedule contacts
This position is placed at range I on the JCLS salary schedule, and has a starting salary range of $18.84 to $21.01 per hour. The full salary range is $18.84 to $23.59 per hour and $39,182 to $49,075 per year. Placement on the salary schedule is based upon education and experience.
JCLS offers a competitive benefits package including 401(a), medical, dental and vision coverage to employees and qualified dependents. In addition, JCLS provides vacation, sick leave and paid holidays.
After the preliminary screening, selected candidates will be invited for an initial interview. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. JCLS reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.
CONDITIONS OF EMPLOYMENT
Employees must satisfy all of the pre-employment requirements prior to appointment that include, but are not limited to; verification of their legal right to work in the United States, and a background check.
Applicants requiring reasonable accommodations in completing the application or the interview process must notify the Human Resources Department in advance.
EQUAL OPPORTUNITY EMPLOYER
JCLS provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment, of any type, without regard to race, color, religion, age, sex, national origin, marital status, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training. The organization employs affirmative personnel measures to ensure the achievement of equal employment opportunities in all aspects of employment, and the work environment. These policies of nondiscrimination will prevail throughout every aspect of the employment relationship, including recruitment, selection, compensation, promotion, transfer, layoff, termination, training, and conflict resolution.
In order to be considered for this position, applicants must submit a JCLS Application, Cover Letter and Resume. The JCLS Application can be found at https://jcls.org/jcld/employment These items must be turned in to the Human Resources Department no later than February 1, 2021 at Midnight PST. Materials can be submitted by emailing to firstname.lastname@example.org. Only candidates with complete materials and who meet the minimum qualifications of the position will be considered.
Application Deadline: February 1, 2021 – Open Unitl Filled