Accounting & Payroll Specialist

About this role

We are seeking a precise, reliable, and detail-oriented Accounting & Payroll Specialist to join our finance team. In this role, you will manage day-to-day bookkeeping transactions and take full ownership of our payroll processing, including related tax payments and regulatory filings. Reporting directly to the Director of Accounting (CPA), you will serve as a key operational anchor for the department.

Our team currently operates in QuickBooks Online/Desktop and is planning a strategic transition to Odoo ERP; this position will actively participate in data migration, validation, and system mapping. This is an excellent opportunity for a software-adept finance professional looking to expand their ERP implementation experience under direct CPA mentorship.

Key Responsibilities

• Payroll Processing & Tax Compliance
• Payroll Execution: Manage, calculate, and execute end-to-end payroll cycles (wages, overtime, bonuses, and deductions) for all employees.
• Time Tracking: Collect and audit employee timesheets, resolve software sync discrepancies, and secure manager approvals.
• Tax Withholding & Deposits: Ensure accurate withholding of federal, state, and local taxes; coordinate and execute timely electronic tax deposits (e.g., IRS EFTPS).
• Regulatory Filings: Prepare and submit quarterly and annual payroll tax reports (including Forms 941, 940, and state unemployment returns).
• Year-End Reporting: Assist the Director of Accounting with year-end payroll reconciliation and the distribution of W-2 and 1099 forms.
• System Migration & Data Integrity
• ERP Transition Support: Assist the Director of Accounting in cleaning, formatting, and migrating historical ledger and employee payroll data from QuickBooks to Odoo.
• Parallel Testing: Participate in parallel payroll runs across both systems during the transition phase to ensure calculation accuracy and zero disruption to staff.
• General Accounting & Ledger Support
• Data Entry: Post and maintain daily financial transactions, journal entries, and adjustments within the accounting system.
• Accounts Payable & Receivable: Review, code, and process vendor invoices; track incoming customer payments and manage daily bank deposits.
• Account Reconciliation: Perform monthly bank and credit card reconciliations, identifying and resolving ledger variances under the CPA’s guidance.
• Audit Prep: Compile financial data and pull documentation to support month-end closing.

Requirements

Skills and Qualifications

• Experience: 2+ years of accounting or bookkeeping experience, with at least 1 year of direct payroll processing and payroll tax reporting experience.
• Software Proficiency: Strong foundational experience with QuickBooks is required. Prior exposure to Odoo or experience assisting with any major software/ERP data migration is a significant advantage. Strong intermediate Excel skills are required.
• Regulatory Knowledge: Solid understanding of basic accounting principles, payroll tax laws, wage-and-hour regulations, and withholding requirements.
• Adaptability & Tech Literacy: A proactive mindset regarding systems, capable of learning new software structures quickly and documenting new accounting workflows.

Education Requirements

• Associate’s degree in Accounting, Finance, or Business Administration is preferred (or an equivalent combination of education and hands-on experience).

Benefits

Benefits

We value our team members and offer a competitive, comprehensive benefits package to support your health, financial well-being, and work-life balance:

• Medical Insurance: Comprehensive medical benefits plan with company contribution.
• Supplemental Health: Company-sponsored dental and vision packages.
• Life & Disability: Company-sponsored life insurance and long-term disability (LTD) protection.
• Retirement Plan: Company-matching retirement plan to support your long-term savings.
• Paid Time Off (PTO): Accrued paid vacation time and dedicated paid sick time.
• Paid Holidays: Paid time off for observed company holidays.
• Compensation $37,000 - $42,000