The Arizona Animal Welfare League (AAWL) – the largest and oldest no-kill shelter in Arizona – is seeking a full-time Payroll/AP Specialist. The PR/AP Specialist will help process bi-weekly payroll/reporting, maintain employee time records and personnel files, and properly enter/code daily, weekly and monthly accounts payable.
AAWL is looking for someone to fill this role who has an extreme attention to detail, strong organization and time management skills as well as solid communication and interpersonal skills. They must be comfortable working and interacting frequently with the Accounting Team as well as multiple co-workers in the multiple program departments. The PR/AP Specialist position also requires some decision making skills and the ability to work independently.
This position reports to the Finance Director and works very closely with the Administrative Service Coordinator/Accounting Assistant. This is a full-time (30 – 40 hours/week), non-exempt position in Phoenix. The hours range from 9:00 a.m. to 5:00 p.m. Shifts are generally 7.5-8.5 hours per day. Monday through Friday per week in the office. Evening and weekend availability required for major events (two-four times/year).
Responsibilities
Enters, maintains, and/or processes information in the payroll system; information may include employees’ hourly rates, salaries, or other compensation, time worked, paid leave and holidays, deductions and withholding, address changes, and other information.
Processes benefit enrollment, keeping track of deadlines and yearly open enrollment.
Protects all employees and payroll information with the utmost confidentiality.
Works with the payroll company representative to process payroll by the bi-weekly deadline.
Ensures proper processing of payroll deductions for taxes, benefits, charitable contributions, and other deductions.
Posts the payroll journal entry in the accounting software to record each payroll processed.
Maintains the quarterly federal and state payroll tax reports.
Maintains monthly payroll hour accruals in the accounting software.
Provides information to employees and outside agencies regarding payroll issues.
Generates payroll and financial reports for various departments.
Handles accounts payable, including verifying all billings have the proper authorization, questioning any item that seems out of the ordinary, processing invoices in a timely manner, determining proper account coding, processing checks and making payments in timely manner.
Supports accounts receivable by recording/posting as needed.
Performs basic office tasks, such as filing, data entry, answering phones, processing mail, etc.
Handles communications with clients and vendors via phone, email, and in-person.
Assists with audits; providing AP related documents.
Supports large special events in a finance capacity as needed.
Manages office/kitchen area (upstairs) including copier area and postage machine.
Orders food/drinks for staff/board meetings.
Assists Finance Director and Administrative Service Coordinator/Accounting Assistant as needed.
Qualifications
Must pass a background check.
High school diploma or equivalent required.
Three years of experience in accounting or bookkeeping with at least one year of experience in payroll preferred.
Excellent organizational skills and attention to detail.
Proficient with Microsoft Office Suite or related software.
Proficient with or the ability to quickly learn payroll software.
Proficient with QuickBooks, QuickBooks Online or other accounting software programs.
Requirements
Working Conditions: The AAWL administrative offices are generally open between the hours of 9 a.m. and 5 p.m. The physical demands and work environment described below represent those required and encountered by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Inputting information into a computer for long periods of time.
Minimum of one year administrative, accounting or relevant non-profit work experience.
Extreme attention to detail. Strong organization and time management skills. High level of proficiency in software applications, including Microsoft Office (Outlook, Word and Excel) and database experience (QuickBooks a plus).
Experience working in an office environment preferably non-profit.
Potential for work some evenings, weekends, and holidays.
Periodically work long and extended hours.
Ability to sit and work at a computer for long periods of time.
To Apply for This Position
Please submit a resume through Indeed or email directly: dbriggs@aawl.org. In your subject line, please reference “Payroll/AP Specialist” in your email. No walk-ins, please.
Employment Details
AAWL offers compensation that is commensurate with experience and competitive with animal welfare salaries. This position starts at $19.90/hr. This is a full-time, non-exempt position that accrues paid sick time, paid time off and twelve paid holidays. Weekend availability expected occasionally. Full time non-exempt position is eligible for medical insurance and other voluntary benefits.
