AP / Payroll Coordinator

4/27/2018 8:00:00 AM

POSITION TITLE: AP/ Payroll Coordinator
SUPERVISOR'S TITLE: Accounting/HR Manager

The primary purpose of this position is to coordinate the accounts payable function for the organization which includes coding and processing invoices, and processing expense vouchers for payment. In addition, the incumbent will process bi-weekly payroll utilizing Paylocity payroll software.


To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.


Accounts Payable:
Initiate vendor payments into accounting system
Review all AP expense vouchers for accuracy
Prepare disbursement checks from bank accounts
Answer inquiries from Vendors, Contractors and Employees
Maintain vendor files
Reconcile monthly credit card statements and gather back up documentation
Calculate and submit monthly sales and food and beverage tax returns
Calculate and submit music royalties quarterly
Prepare and submit grant billings
Record new and update existing files associated with vendor and/or consultant contracts
Maintain vendor W-9’s including converting to electronic/digital file
Prepare and distribute calendar year end 1099’s and 1042’s

Process bi-weekly payroll utilizing Paylocity payroll processing system & ensure timesheet accuracy
Add and set up vacation, sick and personal time for new employees
Track benefit accruals in Paylocity for both new hire and existing employees
Input new employee information (i.e. emergency contact, state and federal taxes, pay amounts, exemption status, etc.) into Paylocity
Assist new employees with self-registration on Paylocity
Continue to utilize technology and incorporate changes to streamline onboarding and payroll
Distribute annual W-2’s
Maintain employee files for all employees
Receive and process insurance carrier invoices

Assist with preparing information for annual workers compensation and 401k year-end audits
Projects as assigned by finance department


To perform this job successfully, an individual must have the following education and/or experience.
Minimum of Five (5) years related experience in the areas of payroll and accounts payable
Associates Degree and/or Bachelor’s Degree in Accounting or equivalent experience

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.
Knowledge of Quickbooks software and Paylocity payroll software preferred
Understanding of accounts payable procedures
Understanding of payroll regulations and payroll processing procedures
Ability to interact with the staff and address their concerns/questions
Ability to think logically and problem-solve in order to analyze situations, troubleshoot, and make sound decisions
Ability to handle multiple tasks simultaneously, manage projects, and meet deadlines
Proficiency in Microsoft Office (Word, Excel), and other software applications necessary to perform essential job functions and support other team members
Strong organizational, process-oriented, time-management, and logical-thinking skills
Ability to maintain and file data and complete reports in a timely manner
Ability to build and maintain positive work relationships with management, staff members, and external contacts
Experience in business correspondence and business etiquette
Ability to demonstrate a high level of trust and confidentiality
Ability to continually meet changing deadlines to comply with timely payment of, vendor and expense reimbursement checks

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.
Ability to sit for extended periods of time and to move intermittently throughout the workday
Strong sensory skills, such as good eyesight, good hearing, and dexterity
Ability to bend, push, lift, carry, pull, and move up to 25 pounds
Ability to speak and listen clearly
Ability to perform focused work with close attention to detail
Ability to operate office equipment, including computers, copiers, fax machines, and phones

Email cover letter, résumé and salary requirements to:


Or send by mail to:

Human Resources
Center for the Performing Arts
1 Center Green
Carmel, IN, 46032