Institute of American Indian Arts · 3 days ago
ACCOUNTS PAYABLE and PAYROLL SPECIALIST
Santa Fe, NM
Full-time
Onsite
Entry, Mid LevelThe Institute of American Indian Arts is seeking an Accounts Payable and Payroll Specialist to manage a range of accounting and payroll functions. The role involves ensuring timely and accurate processing of invoices and payroll while adhering to established policies and procedures.
Higher Education
Responsibilities
Timely and accurate recording and payment of requisitions, invoices, purchase orders, travel authorizations, and other requests for payment
Verify budget availability for requisitions and other requests for payment
Verification of invoices and paperwork for accuracy, completeness, and adherence to IAIA policies and procedures
Maintain open and pending invoice files, and follow up on departmental approvals
Complete timely and accurate reconciliation of vendor accounts with vendor statements
Receive vendor invoices, audit and reconcile against Purchase Orders, data entry of Check Requisitions, and printing and distributing checks
Ensure timely and accurate printing and distribution of purchase orders per IAIA policies and procedures
Provide vendors and IAIA personnel assistance with questions/inquiries related to purchase orders, requisitions, invoices, and accounts and budgets
Maintain all files and paperwork related to Accounts Payable responsibilities in an orderly fashion
Log incoming paperwork and receipt incoming checks and cash
Prepare requisitions for Financial Services department expenses
Ensure timely and accurate payment, recording, and delivery of all payroll and payroll-related expenditures, including tax withholdings, employee deductions, benefits, service charges, etc
Process, audit, monitor, administer, and complete bi-weekly payroll in a timely and accurate manner, which includes but is not limited to the following key tasks:
Compile and audit bi-weekly payroll data such as work hours, vacation/sick time, leaves of absence, garnishment, insurance deductions, and 403(b) contributions
Ensure verification of supporting paperwork (including but not limited to employee time sheets) for completeness, accuracy, and compliance with policies and procedures
Process bi-weekly transfer of time and attendance data to Paylocity
Audit wages computed and correct errors to ensure accuracy of payroll
Timely and accurate auditing of paychecks and payroll reports/ledger
Issue and track the distribution of manual paychecks to employees as needed
May prepare and issue manual paychecks periodically
Prepare periodic reports of earnings, taxes, and deductions, including standard and ad-hoc payroll/time reports from HRIS/payroll software
Compile and produce annual payroll schedule and calendar
Respond to supervisor or employee inquiries about Payroll, time, and related earnings/deductions issues
Maintain all payroll-related files and paperwork in an orderly fashion
Assist with annual Museum Shop and Campus Bookstore inventory count
Serve as liaison between IAIA community and Financial Services
Other duties as assigned
Qualification
Required
Timely and accurate recording and payment of requisitions, invoices, purchase orders, travel authorizations, and other requests for payment
Verify budget availability for requisitions and other requests for payment
Verification of invoices and paperwork for accuracy, completeness, and adherence to IAIA policies and procedures
Maintain open and pending invoice files, and follow up on departmental approvals
Complete timely and accurate reconciliation of vendor accounts with vendor statements
Receive vendor invoices, audit and reconcile against Purchase Orders, data entry of Check Requisitions, and printing and distributing checks
Ensure timely and accurate printing and distribution of purchase orders per IAIA policies and procedures
Provide vendors and IAIA personnel assistance with questions/inquiries related to purchase orders, requisitions, invoices, and accounts and budgets
Maintain all files and paperwork related to Accounts Payable responsibilities in an orderly fashion
Log incoming paperwork and receipt incoming checks and cash
Prepare requisitions for Financial Services department expenses
Ensure timely and accurate payment, recording, and delivery of all payroll and payroll-related expenditures, including tax withholdings, employee deductions, benefits, service charges, etc
Process, audit, monitor, administer, and complete bi-weekly payroll in a timely and accurate manner
Compile and audit bi-weekly payroll data such as work hours, vacation/sick time, leaves of absence, garnishment, insurance deductions, and 403(b) contributions
Ensure verification of supporting paperwork (including but not limited to employee time sheets) for completeness, accuracy, and compliance with policies and procedures
Process bi-weekly transfer of time and attendance data to Paylocity
Audit wages computed and correct errors to ensure accuracy of payroll
Timely and accurate auditing of paychecks and payroll reports/ledger
Issue and track the distribution of manual paychecks to employees as needed
May prepare and issue manual paychecks periodically
Prepare periodic reports of earnings, taxes, and deductions, including standard and ad-hoc payroll/time reports from HRIS/payroll software
Compile and produce annual payroll schedule and calendar
Respond to supervisor or employee inquiries about Payroll, time, and related earnings/deductions issues
Maintain all payroll-related files and paperwork in an orderly fashion
Assist with annual Museum Shop and Campus Bookstore inventory count
Serve as liaison between IAIA community and Financial Services
Other duties as assigned
Company
Institute of American Indian Arts
The Institute of American Indian Arts (IAIA) offers undergraduate degrees in Studio Arts, Creative Writing, Cinematic Arts and Technology, Indigenous Liberal Studies, and Museum Studies—a minor in Performing Arts, an MFA in Creative Writing, along with certificates in Business and Entrepreneurship, Museum Studies, and Native American Art History.
Founded in 1962
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase