Payroll & Bookkeeping Specialist

Type: Full-time or Part-time

Experience: Entry Level

Functions: Payroll, Bookkeeping, Accounting

Reports To: Director of Accounting

Location: Honolulu, HI

Compensation: Salary or Hourly

FLSA Status: Exempt

COMPANY DESCRIPTION

Join an award-winning CPA firm! Hawaii Accounting ranked No. 2 ‘Best Small Firm to Work For’ in the nation by ACCOUNTING TODAY. Click here for more information.

HiAccounting is a locally staffed accounting and tax firm serving small to medium sized businesses. Our team of accounting and tax professionals work together on multiple clients in various industries. HiAccounting is a division of The Hawaii Group, Hawaii’s leading business process outsourcing firm. We strongly believe in working personally and directly with our clients, connecting through HiGroup’s core principles of integrity, transparency, and dedicated client service.

POSITION SUMMARY

HiAccounting is seeking a Payroll & Bookkeeping Specialist to join its team. Payroll & Bookkeeping Specialist is responsible for all aspects of payroll and payroll tax services for multiple clients. Acting on behalf of client companies, this person will oversee the timely and accurate delivery of payroll, consult on employee wage and benefit requirements, prepare labor distribution reports and analysis, and advise on all federal and state payroll tax requirements. Furthermore, this position will develop and recommend internal procedures for quality control and compliance and conduct audits on client payroll accounts. This position is also responsible for bookkeeping and accounting to support the issuance of financial statements and management reports. The Payroll and Bookkeeping Specialist should be self-driven, passionate and client service focused.

The Payroll & Bookkeeping Specialist reports to the Director of Accounting.

ESSENTIAL FUNCTIONS

In all aspects of this position, the applicant should be client-focused, detail oriented and highly organized.

Payroll

· Provides consultation and support to clients on all payroll services including wage and labor laws, TDI, workers compensation, payroll taxes, and health care.

· Interpret legal requirements and formulate company policy on all matter pertaining to payroll and tax services.

· Develop and work with other key staff to implement a strategic plan for offering comprehensive payroll services to clients. Including but limited to establishing timelines, identifying critical payroll services, managing company resources, and coordinating staff involvement, towards the goal of delivering a best-in-class payroll service to all clients.

· Exercise discretion and professional judgment when delivering payroll services in order to effectively manage client expectations and implement changes.

· Manage and guarantee the timely disbursement of multi-client payrolls, including garnishments, deductions, benefits, and taxes for employees consistent with federal and state wage and hour laws.

· Critically review and analyze current payroll, benefits and tax procedures in order to recommend and implement changes leading to best-practice operations.

· Administer and oversee all 401(k) processing, uploads, census reporting and other relevant information on behalf of clients.

· Coordinate invoicing and cash management activities for client payroll and related employer/employee obligations with banks and other external parties, as required for timely payment.

· Maintain the strictest controls for client and employee confidentiality.

· Monitor all assigned payroll activities and related client services for the purpose of ensuring client satisfaction and compliance with established legal and/or internal administrative requirements.

· Maintain the necessary payroll information, files and records in written and electronic formats for the purpose of providing an up-to-date reference and audit trail for compliance.

· Prepare and oversee a variety of payroll related documents (e.g. invoices for clients, retirement plan transfers, payroll registers, stop payments, W-2 controls, worker’s compensation communication, etc.) for the purpose of documenting activities and issues; meeting compliance requirements, providing audit reference, and meeting client service expectations.

· Research and correct discrepancies in payroll information and/or documentation for the purpose of ensuring accuracy and adherence to procedures prior to issuing client payroll.

· Stay up to date on payroll processing software updates and service options.

Bookkeeping and Accounting

· Manages the filing of General Excise Tax returns for all clients.

· Assist with accounts payable process including the classification of invoices for payment and processing check request.

· Manage Form 1099 processing and filing.

· Assist with research and data entry.

· Prepares and organizes workpapers and reconciliations necessary to support the financial statements closing.

· Review prospective client bookkeeping to assess quality of financials and assist leadership with proposals.

· Assist with preparation of financial statements and management reports.

· Assist in the preparation of budgets and variance analysis.

Other

· Frequently communicates with clients directly (email, phone, in-person) and maintains a positive and responsive client relationship.

· Ability to organize and prioritize work and frequently communicate status with senior/director and clients.

· Understands general business including business law, formation and entity types.

· Practices integrity and professional judgment, including asking questions when needed.

· Self-driven and takes initiative to research questions.

· Embraces technology and quickly adapts to technological changes.

· Understands assigned client’s business and industry and works closely with management to have a full understanding of client’s service needs.

· Develops relationships with client and takes part in client events.

· Delivers best-in-class client service with an emphasis on being responsive, professional, and accurate.

· Deadline driven and completes tasks in a timely manner.

· Protects organization’s values by keeping information confidential.

· Tracks and records time accurately.

· Actively contributes to the overall positive culture of the company.

· Embraces team-based approach to client service.

· Encourages collaboration, open communication and problem solving in a team.

· Participates and engages in training. Seeks continuing education opportunities.

· Seeks mentoring and coaching opportunities.

· Ensures work is performed in compliance with the company’s established policies and procedures.

· Performs other duties as assigned.

Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. HiAccounting shall make reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions.

QUALIFICATIONS

The ideal Payroll and Bookkeeping Specialist is familiar with accounting, payroll and financial operations in a fast-paced, for-profit environment. This person is required to meet most or all of the following requirements:

Education: Degree in business or related field preferred but not required. Or, in process of obtaining a degree from an accredited college or university with a major in Business, Accounting or other related field.

Experience: Knowledge of accounting, bookkeeping, payroll and generally accepted accounting principles, or any combination of education and experience which would provide the necessary knowledge, skills and abilities to meet the minimum qualifications to perform the essential functions of this position.

Computer Skills: Proficient knowledge of Adobe Acrobat and MS Office, including Word, Excel, PowerPoint and Outlook. Prior knowledge of QuickBooks, Sage Intacct or other accounting and payroll programs would be helpful.

Other Requirements: Perform other duties as required. Availability to work additional hours or weekends, as projects demand.

Location: HiAccounting prides itself on being locally staffed.

This position requires that the applicant live in Oahu. If you are an applicant currently not living in Oahu, please specify in your cover letter your relocation timing and efforts.

WORKING AT HIACCOUNTING

Note that some benefits may only be available to full-time employees, or some benefits are pro-rated based on the number of hours worked on a regular basis for the company.

Encouraging an active, Hawaii lifestyle by supporting our employees’ interests, efforts, and activities, HiGroup is proud to be recognized as one of the Best Places to Work in Hawaii for eleven (11) years in a row!

Since its inception, the HiGroup team has enjoyed exceptional benefit packages. Alongside traditional options, such as full medical, dental, vision, drug, disability, life insurance, 401K, flexible spending, supplemental benefits, and profit sharing, as well as a generous PTO and holiday leave program, HiGroup also proudly offers its employees even more generous support at work, at home, and in the community. Offering paid time off for employees to volunteer as well as investing in learning and development opportunities company wide, HiGroup enthusiastically encourages their team members’ desires to be good citizens on and off the job.

· Daily employer provided lunch under the HiGroup Daily Grinds Program.

· Gym/fitness reimbursements.

· Cell phone reimbursement (for EE’s that use their phone for work).

· Parking or bus pass subsidy.

· Support of CPA, EA and continuing education.

· Paid Time Off (PTO)

· Regular in-office massage therapy.

· 12 paid holidays (includes your birthday off).

· Paid time off for volunteering.

· Employee snacks and drinks.

· Career advancement.

· 401K, 4% matching and profit sharing (after eligibility requirements are met).

· Health benefits (after eligibility requirements are met).

· Life Insurance.