Payroll & Accounts Payable Specialist

New Hampshire Legal Assistance (NHLA) seeks a detail-oriented and proactive Payroll & Accounts Payable Specialist to join our finance team. This role requires accurate and timely processing of payroll and accounts payable and good problem-solving skills, an inquisitive nature and excellent customer service skills. The ideal candidate will resolve inquiries and issues with professionalism and efficiency and has demonstrated experience in the creation of streamlined processes.

This position is based in Concord, NH and will be responsible for handling work for all of our offices throughout New Hampshire. NHLA has a remote work policy and will consider a hybrid of remote and on-site work for this position after an initial amount of time following an initial on-site training period. All NHLA staff members are provided with the necessary equipment (such as laptop computers) to work from their homes. Candidates should keep in mind that NHLA is a statewide organization and some travel throughout New Hampshire is a requirement of the position. 

NHLA is an Equal Opportunity Employer. We are committed to building a diverse staff that reflects the communities of low-income and older (age 60 plus) people we work alongside, and we value equity and inclusion in our workplaces. We actively seek applications from Black people, Indigenous people, people of color, people of diverse national origin, the LGBTQIA+ community, people with disabilities, older adults, veterans, people who have lived experience with poverty, and other people belonging to communities that have historically experienced injustice. 

Duties:

Payroll Processing:

• Efficiently process bi-weekly payroll for staff of 45 using timekeeping software and other source documents
• Enter new hire data and maintain employee wage and deduction information in payroll vendor software
• Reconcile payroll reports and quarterly 941 reports to the general ledger
• Prepare and upload payroll journal entries
• Prepare and upload 401K contributions file
• Reconcile annual 401K compliance reporting

Accounts Payable Functions:

• Collect, code, and enter invoices, ensuring internal protocols and procedures are satisfied
• Process accounts payable in accordance with financial policies and procedures
• Develop and maintain strong vendor relationships
• Assist employees with reimbursement requests 
• Process checks and EFT bank drafts
• Maintain physical and electronic payable records
• Maintain vendor record in accounting software
• Ensure timely receipt of vendor W9s and certificates of insurance
• Generate and file annual 1099’s

Reporting and Reconciliation:

• Generate various payroll and accounts payable reports 
• Reconcile vendor statements and research discrepancies
• Perform reconciliations as necessary

Process Improvement and Compliance:

• Collaborate with the finance team to identify and implement process and workflow improvements
• Stay informed about best practices to maintain high standards of accuracy and compliance
• Provide exceptional service to internal departments and respond to vendor inquiries promptly

Additional Responsibilities:

• Reconcile monthly bank statements
• Assist with annual budget and audit preparation
• Perform other tasks as assigned by management

Qualifications and Competencies: 

• An associate’s degree in accounting, finance, business administration or a related field, or equivalent work experience.
• Experience with Blackbaud Financial Edge software is preferred. 
• Strong proficiency in Excel, Word, Adobe and Outlook.
• Minimum of 2 years of accounting experience, specifically payroll and accounts payable. 
• Must have strong problem-solving skills and a demonstrated commitment to continuous improvement and learning.
• Exceptional attention to detail and commitment to accuracy.
• Strong communication and interpersonal skills to effectively manage vendor and staff relationships.
• Ability to work independently and collaboratively within a team.
• Excellent organizational skills and the ability to handle multiple priorities under pressure.
• High level of integrity and confidentiality in all interactions.

Position Salary/Benefits:

This is a full-time position. Full-time is defined as 37.5 hours per week. This position is considered non-exempt for the purpose of federal wage/hour law. 

The anticipated salary for the position depends on prior accounting experience, expected to range from $25.12 per hour/$49,000 per year (for a candidate meeting the minimum qualifications described above) to $30.25 per hour/$59,000 per year (for candidates with substantially more experience) per year. The position is eligible for the NHLA employee benefits package including medical/dental insurance, retirement plan, and generous paid time off. 

If you meet most, but not all, of the minimum qualifications described above, please do apply, but note that the salary may be adjusted accordingly.

Applications Process and Timeline:

NHLA will appoint an Interview Committee including 2-3 NHLA staff members. NHLA occasionally asks people who are not NHLA staff members to serve on an Interview Committee.

We expect the Interview Committee to conduct first interviews with no more than 6 candidates. Interviews are 45 minutes in duration and typically scheduled between 9 AM and 5 PM on weekdays. We can accommodate other scheduling preferences if necessary. Candidates selected for first interviews will receive a list of the interview questions at least 24 hours in advance. No other questions will be asked at the interview, but it is possible that not all questions will be asked if we run out of time. We will leave at least 10 minutes for candidate questions at the conclusion of the interview. For candidates who speak a language in addition to English, a portion of the interview may be conducted in that language, with interpretation provided for other participants as needed.

The Interview Committee will recommend no more than 2 finalist candidates for the position to the Executive Director for second interviews. Second interviews are 30 minutes or shorter in duration and typically scheduled between 9 AM and 5 PM on weekdays. We can accommodate other scheduling preferences if necessary. The Executive Director may conduct the second interview alone or with 1 other NHLA staff member, who may be a member of the Interview Committee. Questions are not provided in advance for second interviews. We will leave at least 10 minutes for candidate questions.

After the second interview, we will ask a finalist candidate to provide 3 references. We will contact the 3 references as quickly as possible, asking all references the same questions. Candidates with disabilities who wish to request reasonable accommodations should they be offered the position are invited to request them, in writing, at this stage of the process.

Based on information gathered in the entire hiring process, we will make an offer to 1 candidate with salary and benefits information. The offer is contingent on completion of a criminal record background check, which is required by multiple NHLA funders. Not all criminal records are disqualifying. 

Once a candidate has accepted the position, we will notify all candidates who had a first interview (or a first and second interview) that they have not been selected. 

Please note that NHLA does not expect to receive thank you notes from candidates selected for first or second interviews and does not place any weight in the hiring process on receiving (or not receiving) thank you notes.