Accounting Assistant

RESPONSIBILITIES - Payroll (25%)

· Accurately process bi-weekly payroll for 140+ employees using the Paycom system. · Review employee time-cards for accuracy and investigate potential errors and inconsistencies · Work with supervisors and managers to complete time-card approvals · Enter deduction changes for non-insurance related deductions in employee profiles · Verify changes such as wage adjustments, deduction changes, new hires, and terminations entered by HR · Works closely with the Human Resources team to address discrepancies and corrections regarding insurance related deductions · Maintains the general ledger accounts and mapping in Paycom · Issue and record adjustments to pay related to previous errors or retroactive increases · Review manual adjustments listed on the payroll adjustment log for accuracy and enter manual adjustments in the pay register · Manage year end activities including reviewing and approving W2s · Maintain confidentiality and ensure accurate documentation of payroll files and reports · Work with HR and finance teams to coordinate payroll-related tasks and improve processes · Prepare payroll reports for human resources, finance, philanthropy, and external auditors · Process garnishment orders in the payroll system · Stay informed about changes in tax and deduction laws that apply to the payroll process · Maintains state wage tax and unemployment accounts, including setting up new accounts when necessary · All other payroll related duties as assigned by the Payroll Supervisor, in coordination with the Controller

RESPONSIBILITIES - Payables (75%) · Perform verification and processes payables via PaperSave software in a timely manner to meet payment requirements · Review invoices for mathematical accuracy and completeness · Verify and acquire necessary approvals to authorize for payment · Arrange invoices for payment and post transactions to journals, ledgers, and other records · Handle disbursements to vendors and employees, including ACH, bank draft, check and wire payments · Verify and process employee travel reports · Lowell Observatory purchasing cards oversight and reconciliation including vendor accounts and commercial credit cards · Handles purchasing requests from staff and monitors company-wide supplies. · Maintains proper supporting documentation and enters coding in company’s online credit card system. · Assists with weekly cash deposit and/or start-up cash · Handles remote deposits using bank check scanner, reconciling checks against internal reports. · Monitors postage meter, including loading postage funds as needed & downloading monthly postage report · Prepare reports and other activities (such as making scans, pulling invoices, etc.) to assist with annual audit, all files are maintained electronically · Review, prepare and distribute annual 1099-MISC and 1099-NEC forms · Notarize organizational and employee documents(Lowell will support obtaining notary certification) · All other accounting-related duties as assigned by the Controller QUALIFICATIONS

· Excellent computer skills: Word, Excel, Google Mail and Docs · Payroll processing experience · Ability to communicate and interact with individuals at all levels of the organization · Ability to work in high pressure environments · Highly detail-oriented; Strong analytical and problem-solving skills · Excellent planning, organizational, and administrative skills · Ability to understand and comply with existing procedures and willing and capable to improve upon them · Positive and professional attitude EDUCATION/EXPERIENCE College coursework in accounting or business, College degree preferred. Experience working in a professional accounting office, preferably in a non-profit. Experience working with Financial Edge NXT, PaperSave and Paycom software preferred, but will be trained. Payroll certification is a plus.

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