Payroll & Accounts Payable Specialist

Description

Department: Administration

Reports to: Chief Financial Officer

Location: Wings Over the Rockies Air & Space Museum

7711 E Academy Blvd, Denver CO, 80230

Status & Classification: Regular | Full-Time | Exempt

Salary Range: $62,000-$68,000/year

Work Schedule: Monday - Friday | 5 days/week

Position Summary

Wings Over the Rockies seeks a dynamic and supportive Payroll & Accounts Payable Specialist to develop and maintain financial systems to support the complex work of Wings Over the Rockies. Reporting to the Chief Financial Officer (CFO), this role is responsible for processing our bi-weekly payroll, reconciling invoices and ensuring timely payments to vendors and employees, while maintaining accurate financial records and adhering to accounting policies. Some administrative support, such as ordering and maintaining office supplies, opening and distributing mail and other miscellaneous duties as needed. They will work collaboratively across departments to develop meaningful relationships that align with the Museum’s mission, support budgetary goals, and create an ethical workplace and culture.

Organization

Founded in 1994 on the former Lowry Air Force Base in east Denver's historic Lowry Field neighborhood, Wings Over the Rockies is a non-profit community organization dedicated to unlocking dreams of flight through exhibits, local events, and educational programming. We are Colorado’s official Air & Space Museum having been recognized by CNN Travel as one of their 20 Best aviation museums in the world. Each year we welcome roughly 160,000 visitors representing all 50 states and dozens of countries internationally. Wings is committed to diversity, inclusion, and accessibility. The Museum boasts more than 100,000 sq. ft. of open hangar space full of iconic aircraft, space vehicles, historical artifacts, and more. Visitors can experience thrilling flight simulators, discover educational programs, and participate in one of our many exciting Museum-sponsored events.

Exploration of Flight (EoF) is our flight-focused educational extension. This 15-acre campus is located at the Centennial Airport where we offer showcase events with a variety of aircraft, aviation immersion programs, pilot ground training, and flight experiences. EoF is home to our Blue Sky Gallery exhibit and interactive aviation center featuring an airworthy fleet of civilian and military aircraft.

Benefits

• Employer-paid Medical, Dental, Vision, Basic Life/AD&D coverage
• $600 annual Health Savings Account (HSA) employer contribution for eligible medical plans
• Voluntary LTD, STD, Life/AD&D, Accident, Critical Illness, and Legal/ID protection plans available
• Optional Flexible Spending (FSA) and Dependent Care (DCA) accounts
• 2 weeks of paid vacation per year
• Paid personal time (1 week/year), and sick leave
• 403(b) group retirement plan participation with employer match
• Potential for annual bonuses, merit pay increases, professional development, and career advancement
• Wings Museum membership, 25% gift shop discount, and other employee perks
  
  

Essential Duties & Responsibilities

Please Note – this list is not all inclusive but intended to be a general outline of the essential duties for this position.

Payroll Processing

• Accurately prepare and process bi-weekly payroll, including wages, salaries, deductions and benefits
• Ensure compliance with payroll regulations and tax laws
• Maintain accurate payroll records and documentation for employees
• Oversee employee changes such as direct deposits, demographics, job roles, rates, etc.
• Preparing bi-weekly payroll by checking timesheets for accuracy, validating all overtime and time-off and receiving manager sign off
• Ensure timely and accurate direct deposit or check distribution
• Validate Paylocity calculation and filing of payroll taxes, tax reports (e.g.941, 940, and W-2s)
• Respond to and support internal and external audits
• Reconcile payroll accounts and ensure accurate ledger entries
• Set up and track garnishments, deductions, and benefit contributions
• Respond to employee questions about pay, deductions, and tax forms
• Onboarding and offboarding in payroll systems
• Handle wage verifications and employment records for third parties
• Assist with annual benefit open enrollment to include rate sheet preparation for Paylocity, testing of the open enrollment system for accuracy, monitoring employee open enrollment choices, timely closing of open enrollment and transmitting the information to the vendors
  
  

Accounts Payable

• Process and verify invoices, ensuring accurate coding and posting and obtain department manager approval of invoices
• Reconcile accounts payable ledger to ensure all invoices and payments are properly posted
• Prepare and process payments to vendors in a timely manner
• Maintain vendor files and records
• Finalizing invoice, check stub, signer approval, mailing checks and proper filing
• Address vendor inquiries
  
  

General Accounting

• Review and import payroll report record into the financial system
• Assist with month-end closing activities
• General financial reports and analyses as needed
• Assist with audits
• Maintain accurate records and documentation
  
  

Other Administrative Duties

• Open and distribute mail on a daily basis
• Manage and order office supplies for the Lowry and Centennial campuses
• Support with other administrative duties as needed
• Board and committee support as needed, as well as taking and preparing meeting minutes
• Maintain internal and board group email list
  
  

Requirements

Requirements & Qualifications

• Associate or Bachelor’s degree in accounting, finance or a related field is preferred
• At least three (3+) years of experience in accounting and payroll processing is highly desirable
• Strong knowledge of accounting principles and practices
• Proficiency in accounting software and payroll systems
• Excellent organizational and time management skills
• Strong attention to detail and accuracy
• Effective communication and interpersonal skills
• Ability to work independently and as part of a team
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office Suite is preferred
• Strong knowledge of 365 is preferred
• Experience with Paylocity and Blackbaud FE NXT is a plus
  
  

Working Conditions

The Air & Space Museum operates in an 80-year-old aircraft hangar. Exploration of Flight is located at a busy regional airport. Environmental conditions may vary.