Accounts Payable & Payroll Specialist

About ESPHS:
Eastern State Penitentiary Historic Site is a museum interpreting the legacy of American criminal justice reform from the site of the world’s first penitentiary. The facility pioneered the large-scale use of solitary confinement in the early 19th century and housed approximately 85,000 people during its 142 years of operation. The building itself was an architectural wonder: it had running water and central heat before the White House, and its revolutionary wagon-wheel design has been copied by more than 300 prisons around the globe. Although the prison now stands in ruin, its story remains relevant today.
Today, Eastern State Penitentiary attracts hundreds of thousands of guests from around the world each year to explore the site’s fascinating past and contemplate some of the most critical issues facing our nation. Its innovative public history program draws connections to contemporary justice reform through an approach that values multiple perspectives, amplifies marginalized voices, and respects a broad range of visitors’ interests and learning styles.
Eastern State Penitentiary Historic Site, Inc. is a 501(c)(3) Nonprofit Corporation that operates the penitentiary, a National Historic Landmark, as an historic site and museum.
 

Job Summary:  

The Accounts Payable and Payroll Specialist is responsible for accounts payable processing, payroll processing, and Human Resource benefits management. Additional responsibilities will include resolving vendor issues, managing benefits enrollment, as well as creating and maintaining various supporting schedules. This Specialist will also provide support to Senior Staff as requested and will complete special projects as assigned by the Controller. Duties may be reassigned as needs arise. The work is varied and fast-paced, with some flexibility and additional time management required during the site’s busy season, which runs from September through November and includes the annual fundraiser, Halloween Nights. 

This role will direct and support an environment of diversity and inclusion where staff of varying backgrounds can thrive, and assist other employees in the performance of their job duties as described below:  

Duties & Responsibilities:  

1. Accounts Payable: 

• Monitor and process Outlook emails and physical mail for vendor invoices and employee reimbursement requests. 

• Coordinate the processing, authorization, and timing of disbursements through the appropriate accounting systems. 

• Record non-sale distribution of ESP Retail items (Internal Invoices). 

• Maintain electronic vendor files obtain and record the W-9 information from vendors. 

• Obtain Certificates of Insurance for onsite contractors for workers comp audit. 

• Prepare 1099s at year-end; and distribute the 1099s to recipients and IRS. 

• Record monthly credit card transaction fees from all processors. 

• Recommend and implement improvements to payment processing workflows and accounting systems 

2. Payroll & Benefits Support: 

• Process & Finalize payroll and process bi-weekly payroll in the appropriate accounting systems.  

• Reconcile and prepare bi-weekly payroll journal entries from the payroll system to the Accounting System.  

• Process monthly health benefits invoices and union dues once reviewed and allocated by the HR generalist.  

• Maintain accurate payroll and benefits records in coordination with HR Generalist. 

3. Other: 

• Carry out such duties as may be assigned or requested 

Required Skills/Abilities:  

• Bachelors degree or equivalent work experience in accounting or similar; minimum 3 years of experience in accounts payable and/or payroll processing. 

• An understanding of basic accounting skills required. Payroll and HR experience a plus. 

• Strong organizational skills, problem solving skills, careful planning, multitasking, time management skills and the ability to maintain a high level of confidentially are most critical.  

• Excellent written and verbal communication skills are required as well as a firm understanding of Microsoft Office programs; a working knowledge of Excel a must.  

• Knowledge of QuickBooks, Bill.com and Paycom a plus but not required. 

• Ability to maintain a high positive energy level, friendly, highly organized, and able to work both independently and collaboratively.  

• Creativity and initiative will be important, along with exemplary attention to detail. Ability to communicate pleasantly and effectively with supervisors, other staff, and the general public are also necessary qualifications.  

• Must be able to maintain full confidentiality of all conversations, data records, files and other information where access is limited. 

Physical Requirements:   

• Ability to sit for prolonged periods of time.   

• Ability to work in space where temperatures may vary to cold and hot.      

• Ability to lift up to 10 pounds. 

• Removing boxes from shelves is required. 

  Wage 60 - 65k

EEO Statement   

Eastern State Penitentiary Historic Site Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identity, gender expression, arrest record or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.   

ESPHS strongly believes in second chances and, as such, is committed to providing appropriate employment opportunities to those who have been incarcerated. As a condition of employment, all individuals who accept an employment offer must complete a criminal background check. Eastern State will review any criminal record and make appropriate employment decisions in accordance with applicable law and its policies.   

Other duties   

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Eastern State Penitentiary Halloween Nights employees are expected to be flexible and to take on additional duties as assigned, according to the organization’s needs and the staff member’s skills and abilities.