Accounting Payroll Administrator

The Payroll Accountant is responsible for the accurate, timely, and compliant processing of payroll and selected accounting functions for the Head Start program. This position supports fiscal integrity by maintaining payroll systems, accounts payable and receivable processes, grant transaction tracking, in-kind contribution reporting, and inventory records. The Payroll Accountant ensures compliance with federal, state, and local regulations, Head Start Performance Standards, Uniform Guidance (2 CFR Part 200), and internal fiscal policies.

Responsibilities
• Payroll/accounting analysis, reconciliations, journal entries, and audit support.
• Interpret policy regulations and make judgment calls beyond routine payroll systems and processes.
• Process ownership and internal control responsibility.
• Process bi-weekly payroll accurately and on schedule.
• Ensure adherence to policies and procedures and compliance with federal, state, and Montana payroll laws.
• Calculate wages and deductions.
• Process payroll changes related to new hires, terminations, leaves, and pay adjustments.
• Process wage garnishments and notify employees of incoming garnishments.
• Maintain payroll records in accordance with record retention requirements.
• Process monthly billings to include health, dental, vision insurance, health savings account, flexible spending account, retirement, accident, critical illness, and short-term/long-term disability insurance.
• Review and implement changing tax laws.
• Review quarterly tax reports and submit them to supervisor.
• Administer the time and attendance policy and paid leave policy for all employees.
• Produce scheduled and ad-hoc reports pertaining to payroll and human resources requirements.
• Develop payroll procedures and audit controls.
• Assemble required documentation for voucher packages in a timely and accurate manner, (i.e. requisitions, purchase requests, receiving records and invoices).
• Code Accounts Payable invoices and credit memos according to allowable costs for grants.
• Enter recurring invoices and electronic transfers for payment.
• Enter coded invoices in accounts payable module and process checks.
• Enter approved check requests with documentation for payment.
• Reconcile vendor accounts as needed to ensure current and accurate information is recorded.
• Reconcile accounts payable to subsidiary ledger monthly.
• Process credit card charges.
• Process accounts payable transactions, including invoice review, coding, and payment processing.
• Ensure expenditures are allowable, allocable, and properly documented under grant requirements.
• Maintain receivable accounts, including billing, deposits, and reconciliation.
• Coordinate with program and administrative staff to resolve payment discrepancies.
• Support internal controls related to AP/AR functions.
• Process cash receipts.
• Process and manage payments received.
• Process purchase requests and monitor receiving process to ensure items have been received.
• Track and record grant-related financial transactions in accordance with funding requirements
• Maintain accurate documentation for federal, state, and local grant expenditures.
• Track, record, and report in-kind donations (goods, services, and volunteer time).
• Ensure in-kind contributions meet Head Start and Uniform Guidance requirements.
• Prepare supporting documentation for grant reports, monitoring reviews, and audits.
• Reconcile payroll, AP, and AR transactions to the general ledger.
• Prepare and post journal entries related to payroll, grants, and in-kind contributions.
• Assist with month-end and year-end close activities.
• Maintain and update inventory records for equipment and capital assets.
• Support physical inventory counts and asset tracking in compliance with grant requirements.
• Prepare payroll and financial reports for management, governing bodies, and Policy Council as needed.
• Support internal control systems and segregation of duties.
• Assist with internal, external, and federal audits and monitor reviews.
• Respond to inquiries from employees, vendors, and funding agencies.
• Fixed Asset Recording
• Journal Entries
• Unclaimed Property
• W-9/1099 Data
• Monitor grants by reviewing reimbursement requests and draws
• Run fiscal reports
• Work closely with Human Resources regarding employee status, benefits, and payroll changes.
• Collaborate with program and administrative staff to ensure accurate financial tracking.
• Provide technical assistance and guidance related to payroll and accounting processes.
• Participate in fiscal planning and continuous improvement initiatives.

Requirements
• A minimum of an associate’s degree in education or coursework in a Business, Finance or Accounting related field (Required).
• One year of experience in payroll and accounting functions.
• Strong knowledge of payroll, accounts payable, and accounts receivable processes.
• Familiarity with grant accounting and in-kind contribution tracking.
• Proficiency in accounting and payroll software systems.
• Advanced Excel and reconciliation skills.
• High level of accuracy, organization, and attention to detail.
• Must pass criminal background checks as required by Head Start regulations
• Must maintain strict confidentiality of employee and financial information