Accounting Operations & Payroll Specialist

TITLE: Accounting Operations & Payroll Specialist 

REPORTS TO: Accountant  

LOCATION: Remote - Must be able to work U.S. Eastern Time zone (8am -5pm) 

POSITION: Full-time, Occasional long hours and weekend work may be required.  

Job Summary:  The Accounting Operations & Payroll Specialist supports end-to-end payroll timekeeping, vendor management, accounts payable/receivable, and state tax compliance across ADP Workforce Now, Deel, Fieldglass, Salesforce, and related systems. The role ensures accurate data entry, reconciliations, and reporting; maintains organized documentation for audits; and partners closely with HR and Finance to uphold GAAP/IFRS and regulatory requirements. 

Key Responsibilities: 

• Timekeeping & Payroll: Validate and enter hours; maintain earnings/deduction records; organize/distribute confidential payroll reports; administer HSA (Optum) manage reports. 

• ADP/Systems: Collect consultant hours and vendor invoices; manage workflow approvals for timesheets/expenses; maintain vendor profiles; assist with 1099s and year-end payroll reporting. 

• Tax Compliance: Monitor/track state tax notices; maintain records for audit; monitor Smart Compliance for Tax IDs/filings; assist with WA L&I quarterly filings and other state-level requirements. 

• Accounts Payable: Maintain VMS and vendor folders; add vendor bills to accounting software/shared drives; validate payment readiness. 

• Accounts Receivable: Finalize expense reports and upload to Salesforce; validate Fieldglass data; review contract billing terms; prepare/update billing schedules and reconciliations; reconcile incoming payments; maintain payment reports; perform overdue follow-ups. 

• Documentation & Operations: Maintain organized OneDrive and system documentation; support day-to-day accounting operations; ensure adherence to company policies and GAAP/IFRS; handle problem-solving, research, and employee inquiries; perform additional tasks as assigned. 

This is an excellent opportunity for someone who thrives in a fast-paced environment and enjoys working across multiple functions to support operational success 

Qualifications: 

• 2–4 years in payroll/AP/AR or accounting operations. 

• Bachelor's degree in accounting, Finance, Business Administration, or equivalent. 

• Experience with ADP Workforce Now, Deel, Fieldglass, Salesforce (billing/expense), and Microsoft 365 (Excel, OneDrive). 

• Knowledge of state payroll/tax compliance (Smart Compliance, WA L&I), 1099 and year-end processes. 

• Strong data accuracy, confidentiality, and reconciliation skills. 

• Fluent in English (written and verbal). 

Skills & qualities  

• Communication: Clear, concise business English for reports and correspondence.  

• Resilience: Ability to manage changing priorities and heavy workloads.  

• Decision-Making: Strong judgment and problem-solving skills.  

• Interpersonal Skills: Comfortable working with diverse internal and external stakeholders.  

• Organizational Skills: Ability to manage multiple priorities effectively.  

• Teamwork: Collaborative approach to achieving departmental goals.  

• Process-Oriented: Adherence to established systems and compliance standards.  

• Attention to Detail: Essential for accuracy and meeting deadlines.  

Physical demands  

Occasionally standing, walking, sitting, and lifting to 20 pounds.