At the National Science Teaching Association, we rely on a meticulous financial system to drive business forward. Our Accounts Payable Payroll Specialist (APP Specialist) position is responsible for keeping those systems and processes running smoothly by managing vendor setup, invoice processing, and payments. We’re searching for a skilled financial specialist to join our finance team to help process, track, and record payments in an accurate, efficient, and timely manner. The APP Specialist position will have both a day-to-day and ongoing impact on financial transactions, keeping us on track, on time, and on good terms with our valued partners. Additionally, the APP Specialist is responsible for executing a variety of administrative functions related to all aspects of payroll processing and HRIS onboarding and termination.
This position reports to the Senior Director of Finance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Accounts Payable
Responsible for setting up and maintaining vendors in all systems. Identify ways to improve/automate reporting and data and consolidate vendors.
Gather contracts, list and maintain in systems. Track expiring contracts list and distribute to staff for renewals, monitor for key Terms and Conditions (T&Cs).
Responsible for understanding and maintaining 1099 status for vendors. Responsible for issuing the 1099 at year end.
Responsible for weekly AP payment process. Review new and existing vendors and move to ACH payment whenever possible. Work with the team and bank to find new and efficient ways of paying vendors.
Responsible for vendor management: updating NSTA’s information with vendors, keeping vendors current in PN3 (AP/Vendor processing system) and consolidating when necessary. Responsible for providing recommended vendors and vendor catalogs for items.
Gather and verify invoices for appropriate documentation prior to payment. Manage recurring payments and ensure all invoices are received and paid. Responsible for centralizing AP invoices input and automated routing and coding in PN3.
Responsible for maintaining PN3 workflow and management on a daily basis. Work with Sr. Director of Finance and CFAO to ensure proper routing and approval.
Responsible for state filings and state registrations as needed.
Payroll
Prepare and process bi-weekly payroll in HRIS (Paylocity). Work with Chief Human Resources Officer to correct variances or issues.
Ensure accurate and timely processing of payroll updates, including new hires, terminations, changes to pay rates, and deductions.
Ensure compliance with federal, state, and local payroll, wage, and hour laws.
Generate payroll management reports from HRIS.
Monitor changes to unemployment insurance rates and report changes to HRIS.
Process changes to employee information and benefits in payroll software system.
Complete required paperwork to add employer payroll tax accounts for new states, as required.
Process bi-weekly employer 403(b) contributions.
Respond to employee inquiries related to payroll.
Assist Human Resources with onboarding, and termination activities in HRIS, as needed.
Other Duties
Responsible for creating and documenting processes for this new role.
Reconcile accounts monthly and prepare Journal Entries for month end.
Identify areas for improvement and work to implement and train staff as needed.
Perform other duties as assigned.
Perform monthly and quarterly account reconciliations (AP, prepaid, employee expense, accrued expense and other G/L accounts)
Gather information to support and assist in monthly AP and Payroll accruals
REQUIRED SKILLS/ABILITIES
Exceptional internal and external customer service and communication skills
Experience managing vendor setup, AP and invoice processing
Understanding of basic principles of finance, accounting, and bookkeeping
Manage deadlines
Proficiency with Automated Payables processing system (i.e. PN3) and Excel
Strong attention to detail and time management
Ability to work with many stakeholders and be successful
Excellent organizational, planning, and prioritization skills
Preferred skills and qualifications
Associate’s degree or equivalent; Minimum of 5 years of experience with managing vendor set up and AP/ Invoice processing with 2+ years experiences as a payroll clerk, payroll administrator, or similar role
Experience in accounts payable and general accounting (Journal Entries, Account Reconciliations)
NSTA's mission is to promote excellence and innovation in science teaching and learning for all.
The National Science Teaching Association (NSTA) is a vibrant community of 40,000 science educators and professionals committed to best practices in teaching science and its impact on student learning. NSTA offers high quality science resources and continuous learning so that science educators grow professionally and excel in their career. For new and experienced teachers alike, the NSTA community offers the opportunity to network with like-minded peers at the national level, connect with mentors and leading researchers, and learn from the best in the field.
Founded in 1944 as the National Science Teachers Association, the NSTA is headquarted in Arlington, Virginia. It is the largest organization in the world dedicated to promoting excellence and innovation in science teaching and learning for all. NSTA's current membership includes science teachers, science supervisors, administrators, scientists, business and industry representatives, and others involved in and committed to science education.
