Payroll and Accounting Specialist

South Barrington, IL Office

PRESENCE is a national, independently owned, natural products broker and service provider that was born from a desire to work in a progressive, vibrant and environmentally conscious industry while building communicative partnerships with other like-minded companies. We are passionate about taking better care of the planet and ourselves, we have high energy, strong standards, strategic vision and are committed to making natural and organic products the standard again. We love to learn, are on-trend and care about our teams and their well-being.

A little about this role:

The Payroll and Accounting Specialist’s main focus is related to processing payroll in a multi-state corporate environment, processing expense reimbursements and assisting with accounts payable.

A day in the life:

• Multi-state Payroll – as the Payroll and Accounting Specialist, you will process and ensure the completion of the semi-monthly, multi-state payroll using ADP, our online payroll service. This includes:

o Maintaining accurate employee payroll records and deductions, ensuring that the payroll is processed on time, accurately and in compliance with government regulations for both salaried and hourly employees.

o Complying with all state and federal regulations as it pertains to timekeeping, tax payments and any garnishments or levies.

o Reviewing payroll reports and reconciling to the source documents. All noted payroll discrepancies will be resolved in a timely manner.

o Assisting employees with payroll-related questions and changes.

o Regular communication with employees, Human Resources personnel and Management.

• Expense Management – you will be responsible for reviewing and processing employee’s monthly expense reimbursements through Concur/Appzen, our expense solutions package. All expense reimbursements are to be completed per the defined schedule and according to the Company’s travel and expense policy. You will assist employees with questions related to the preparation of their expense reports and expense policies. Reports will be provided to management each month.
• Accounts Receivable – you will process monthly invoices, apply payments to client accounts and assist in making weekly deposits.
• Accounts Payable – You will process accounts payable to ensure payment of all bills by the specified due date, contact manufacturers to resolve billing issues and maintain AP records to substantiate all payments. You will process ACH/wire payments for urgent employee payroll or reimbursements.
• Maintain Corporate Financial Records – You are responsible for properly coding all payments to our GL Account, reconciling bank accounts each month and assisting with month-end closing activities as needed.

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. Projects and responsibilities may change at any time with or without notice due to our business, industry, and/or market changes.

What we are looking for:

• Minimum of 3 years multi-state Payroll experience – ADP experience preferred.
• Minimum of 1 year of Accounts Payable experience – Sage Intacct experience preferred
• Expertise working with Microsoft Office products (with advanced skills in Excel – VLOOKUP’s and pivot tables)
• Excellent communication skills, both verbal and written.
• Confidentiality and discretion when working with confidential information
• Attention to detail
• Good research and analysis skills
• Flexibility to successfully multi-task in a fast-paced environment with specific deadlines
• A positive “can do” attitude
• A high level of motivation with a strong work ethic
• Ability to work independently while being a strong team player