Payroll Administrator/Accounting Assistant

General Statement:

The Fleet Science Center is seeking an experienced and knowledgeable Payroll Administrator / Accounting Assistant to join our team. The Payroll Administrator / Accounting Assistant supports the Fleet Science Center mission and visitor experience philosophy by overseeing payroll and assisting with the full-cycle accounting process. This is a mid-level position in a fast-paced, dynamic non-profit organization which relies on retail, grant, and donation-based funding, as well as group and event sales. The Accounting Department is a small team that is generally cross trained in all functions of the company’s accounting processes.

Compensation for this position includes our generous benefit package - 100% employer paid medical, dental, vision and life insurance, paid time off, and 401k retirement plan. Working for the Fleet also comes with great perks including free access to other Balboa Park museums and the San Diego Zoo, free Fleet Science Center passes to share with friends and family, discounts at the Fleet's Science Store and Craveology Cafe, and other discounts at vendors around Balboa Park! Come join our team!

Reports to: Chief Financial Officer

Primary Duties and Responsibilities:

• Process employee expense reimbursements.
• Provide support with accounts payable and accounts receivable procedures.
• Process all uploads from Galaxy - (POS) platform to fund Accounting System.
• Reconcile monthly inventory and prepare the necessary journal entries.
• Assist with month-end closing procedures.
• Prepare and file monthly and quarterly sales tax payments and filings.
• Participate in monthly financial meetings with departments
• Assist with annual audit and tax schedules
• Process payroll for an average of 125 employees, including ensuring proper labor allocations across multiple departments, projects, and grants.
• Identify errors, omissions, and/or discrepancies on timecards; contact employee or supervisor as needed
• Generate reports and reconcile various payroll, accrual, tax, and benefit-related accounts each pay period, as well as on a monthly, quarterly, and annual basis
• Assist staff with questions regarding timecards and paychecks, as appropriate
• Assist supervisors with wage and hour reporting
• Process manual checks as required
• Oversee the monthly credit card reconciliation process for a large number of company cards, including confirming all receipts are received.
• Assist Accounting Department with other duties or projects as assigned
• Work closely with Human Resources Department to ensure compliance with all payroll and wage and hour laws and regulations.

Tools and equipment used to perform this position: Computer, Microsoft Office Suite, Accounting Software e.g. Abila MIP, telephone, printer, office supplies.

Supervision, direction, or guidance provided for this position: Performs routine duties without direct supervision. Supervision needed to assign priorities.

Physical Requirements of this Position:

Sedentary Work: Position involves sitting most of the time. Standing and walking are required occasionally. Position requires ability to exert minimal force of up to 10 pounds occasionally and minimal force to carry, lift, push, and otherwise move objects frequently.

Experience, Education, and Skills Required:

• A minimum of 3-5 years’ experience processing complex payrolls, including experience working closely with payroll vendors. (Paycom experience strongly preferred.)
• Knowledge of accounting principles including Generally Accepted Accounting Principles (GAAP).
• Knowledge of federal and California payroll and wage and hour regulations including FLSA, overtime and meal break requirements, final pay requirements, etc.
• Discretion to maintain high-level of security and confidentiality of personnel, vendor, and Fleet data.
• High level of accuracy and attention to detail, including having the ability to connect finer details with the bigger picture.
• Ability to work autonomously with minimal oversight.
• Organizational skills and adaptability, able to remain organized and focused on deadlines in a dynamic work environment.
• Proactive in identifying errors or problems, and able to bring forward suggestions for corrections/solutions
• Good verbal and written communication skills. Experience working with employees in a variety of levels with varying degrees of financial understanding.
• High computer proficiency, particularly in being able to generate/modify reports in payroll software, accounting software, and Excel / Office.
• Previous nonprofit experience strongly preferred