Payroll and Accounts Payable Coordinator (36859)

Job Summary

Responsible for managing payments by ensuring all invoices are processed accurately and paid on time in accordance with company policies and procedures. Provide support with payroll data entry, resolve discrepancies, ensure compliance with regulations, and provide support for employee payroll inquiries.

Emmaus Core Values

Core Values: Customer Centered, Integrity, Initiative, and Collaboration.

All employees are expected to advocate for the best interest of Emmaus clients and demonstrate Emmaus’ Core Values in all aspects of their job. 

Key Responsibilities

• Perform accurate and timely data entry of all Accounts Payable (AP) transactions for both client and Emmaus funds, including printing checks and producing/distributing related reports, while adhering to internal controls, payment terms, securing check stock, and ensuring proper authorization.
• Manage Accounts payable system. Maintain users, vendors, workflows, and accounting codes. Escalate system issues as needed. Respond to external vendors on payment issues. 
• Maintain positive relationships with vendors. Address inquiries and resolve discrepancies related to invoices and payments promptly.
• Serve as the secondary point of contact for employee payroll inquiries and issues. Collaborate with HR, finance, and other departments to resolve payroll-related matters. Respond to escalated issues from team, business partners, employees, and external clients, ensuring timely resolution of outstanding payroll, accounts payable, and expense reporting/reimbursement issues. Serve as backup support for Payroll and Accounts Payable Manager. 
• Process spenddowns promptly, entering and issuing them in MIP and ensuring all required documents are collated and remitted before monthly deadlines; immediately investigate any missing spenddowns.
• Maintain organized and compliant Accounts Payable files, ensuring documentation is complete and accessible; research and provide information to managers and staff as needed.
• Process all utility invoices for payment.
• Complete check logs and ensure dual person signatures as required; run tape for the Client Benefits Coordinator to prepare deposits.
• Transmit payroll reports as needed to external vendors. 
• Prepare the payroll import file.
• Manage employee expense reimbursements in accordance with company policies.
• Other duties as assigned.

Standard - Demands of the Job

• Perform functions described in key responsibilities.
• Operate standard office equipment including but not limited to a laptop, cell phone, fax machine, printer, and copier.
• Work independently and meet multiple competing deadlines and priorities.
• High level of accuracy and attention to detail when processing financial data and transactions. 
• Ability to follow established accounting procedures, internal controls, and authorization requirements.
• Responsible for handling confidential information with discretion and integrity.
• Appropriately and effectively assist individuals during crisis or emergency situations.
• Travel locally as required performing training when necessary.  
• Effectively present information and respond to questions from managers, clients, family/guardians.
• Complete the required training as defined in the Emmaus Employee Training Curriculum, within the Emmaus timeline including but not limited to successful completion of annual Emmaus training or other job- related training.

Job Requirements/Desired Education and/or Experience

• High school diploma or equivalent Required.
• Minimum two years of accounts payable, payroll, or general accounting experience required.
• Experience supporting payroll processes, including data preparation, reporting, or employee inquiries preferred.
• Intermediate proficiency in Microsoft Office, with emphasis on Excel and Outlook.
• Experience with ERP or accounting systems.
• Strong attention to detail, organization, and ability to meet multiple deadlines.
• Ability to interact effectively with individuals at every level of the company, as well as external vendors.