Payroll & Accounts Payable Specialist (Req #1065)
PAYROLL & ACCOUNTS PAYABLE SPECIALIST Apply On-Line Here
Monaco Enterprises, Inc., a Spokane based manufacturer of fire, mass notification, and security alarm systems, is seeking a professional, result-oriented, enthusiastic candidate to join our team.
Overall Purpose of Job: The Payroll and Accounts Payable Specialist position is responsible for processing payroll accurately and on time, managing accounts payable transactions, and ensuring full compliance with applicable federal, state, and local regulations. This role works closely with Accounting, Human Resources, and other departments to support accurate compensation, benefits, vendor payments, and reporting requirements.
Essential Functions:
Payroll (30%)
- Process bi-weekly payroll for all employees via ADP, including direct deposits, paper checks, and manual paychecks as needed.
- Audit and verify time entries from Global Shop Solutions, ensuring compliance with wage and hour laws.
- Perform weighted-average rates and prevailing wages calculations, as applicable, and complete documentation for Certified Payrolls as applicable.
- Maintain payroll documentation and relevant employee information, including tax forms, direct deposit details, and benefit deductions.
- Collaborate with Human Resources to update employee records and resolve discrepancies related to pay, hours, or benefits; update Overtime spreadsheet bi-weekly.
- Ensure timely and accurate submission of all federal, state, and local tax obligations via ADP.
- Monitor leave balances (vacation, sick, personal), resolve discrepancies, and roll over accumulators annually.
- Provide payroll-related journal entry data to the Senior Accountant and maintain accurate general ledger classifications.
- Complete and submit all year-end reporting including W-2s and ensure employee and agency filings are accurate and timely.
- Conduct periodic audits of payroll records and stay current with changes in payroll tax laws and compliance regulations.
Accounts Payable (50%)
- Process all vendor invoices through AP AI Processing in Global Shop Solutions, verifying accuracy against purchase orders and receiving documentation.
- Assign appropriate general ledger codes to payables, ensuring data is entered timely and correctly.
- Maintain accurate vendor files including W-9s, payment terms, contact information, and resale certificates.
- Prepare weekly check runs, manage the AP aging report, and reconcile accounts payable sub-ledger to the general ledger.
- Monitor and reconcile unbilled receivers, accruals, and prepaid expenses; communicate any fixed asset purchases to the CFO.
- Review, reconcile, and approve submitted employee expense reports via Emburse (Certify) for accuracy, completeness, timeliness, and policy compliance.
- Monitor and reconcile company credit card activity, including travel, sales, and miscellaneous credit card purchases with expense reports.
- Collaborate with team members across departments to resolve discrepancies and ensure accurate expense tracking and compliance with company policies.
- Process and issue 1099s at year-end; maintain current understanding of IRS reporting requirements for contractors.
- Communicate effectively with vendors and internal teams regarding billing issues, discrepancies, and payment status.
- Assist purchasing department with new vendor setup.
- Maintain and update accounts payable tariffs spreadsheet
Other (20%)
- Maintain up-to-date and organized records for both payroll and accounts payable documentation.
- Support financial audits by preparing schedules and providing required documentation to auditors.
- Collaborate across departments to improve workflow and resolve transactional discrepancies.
- Review and maintain accurate storage of accounting files, preparing outdated records for shredding or archive.
- Perform other ad hoc procedures as directed (petty cash reconciliation, vending machine deposits, etc.).
- Stay informed on changes related to financial software, payroll legislation, AP best practices, along with safety and CMMC requirements.
- Complete monthly trainings for safety and CMMC compliance.
- Maintain regular, consistent attendance and punctuality
- Maintain a good working relationship with contacts in all departments
- Maintain confidentiality of all information processes within the Accounting Department and provide information to others only on a need-to-know basis, as approved by CFO or HR Mgr
- Maintain positive corporate image with external contacts such as vendors, bank personnel, and auditors by issuing prompt and accurate information
- Work within safety guidelines provided by the Safety Committee
- Fully understand all SDSs (Safety Data Sheets) applicable to work areas used
- Recommend procedures to ensure employee safety
- Utilize all protective devices as required
- Report all safety violations immediately
- Report all accidents immediately
Personal Qualities & Attributes:
The ideal candidate is highly detail-oriented with a commitment to accuracy and consistency in all aspects of their work. They are self-motivated and capable of managing their time and priorities effectively. This person approaches tasks proactively, takes initiative to identify and solve problems, and continuously seeks to improve processes. Strong interpersonal skills are essential, as this role involves regular collaboration with internal departments and professional communication with external vendors. The ability to learn quickly, adapt to changing requirements, maintain a high level of confidentiality and professionalism, and exercising tact and good judgment is crucial for success in this position.
Education Required: Bachelor’s degree in Accounting and/or Human Resources preferred; Associates degree and/or applicable experience in lieu of education may be acceptable.
Experience Required: Minimum 2 years of payroll processing experience (multi-state and ADP experience highly preferred), and at least 1 year of accounts payable experience in an ERP system (Global Shop Solutions a plus).
Special Knowledge and Skills Required: Basic to Intermediate understanding of computers, Microsoft Office Suite (Word, Outlook, Excel), Google Suite, ADP, and using the Internet; data entry. Good communication (verbal and written) skills are critical for the successful achievement of job requirements.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee must be able to remain in a stationary position for long periods of time. Frequently the employee needs to be able to stand, move about the office, bend and twist at the waist. The employee constantly operates a computer, mouse, calculator, copy machine, printer, communicates with outside customers on the telephone and co-workers in the office. The employee must frequently lift and/or move up to 10 pounds and occasionally lift up to 30 pounds. The employee is occasionally required to crouch, kneel and reach above shoulder level.
Qualified applicants should apply before August 9, 2025 at https://monaco-inc.com/employment/ to complete a job application for this job opportunity. The salary range for this position is $21.00 per hour to $33.79 per hour depending upon experience.
Monaco Enterprises offers a competitive benefits package that includes medical, dental, vision, life, and AD&D. We also offer flexible spending accounts and 401(k) Plan.
Applicants must be able to pass a pre-employment drug screening test and background check.
Monaco Enterprises is a Drug Free Workplace and Equal Employment Opportunity employer. All qualified applicants considered regardless of ethnicity, nationality, veteran or disability status, religion, age, gender, sexual orientation or gender identity, or other protected status.