Staff Accountant - Accounts Payable / Payroll

Remote (United States)

Job Details

Location: United States

Workplace: Remote

Employment Type: Full-Time

Experience: 2+ years of accounts payable, staff accounting, or related accounting experience

Department: Accounting / Finance

Reports To: Payroll & AP Manager

Core Areas: Accounts Payable, Invoice Processing, Vendor Payments, Travel & Expense Management, Corporate Card Administration, Payroll Processing, General Ledger Reconciliation, Month-End Close

Compensation: $65,000–$75,000

About the Role

The Staff Accountant - Accounts Payable / Payroll is responsible for daily accounts payable operations, including invoice processing, vendor payments, vendor account maintenance, expense management, reconciliations, and payment discrepancy resolution. The position also manages travel and expense administration, supports general accounting and month-end close activities, and provides backup payroll coverage to maintain accurate financial records and timely payments.

This role works across Accounting, Finance, Human Resources, Operations, and Procurement to strengthen financial controls, resolve accounting and payment issues, and improve internal processes. Responsibilities include working with accounting and ERP systems, corporate credit card programs, payroll records, general ledger accounts, and vendor tax documentation. The position requires strong accounting knowledge, accuracy, confidentiality, and the ability to manage competing deadlines in an evolving technology environment.

What You'll Do

• Manage daily accounts payable operations throughout the complete invoice-to-payment cycle.
• Review vendor invoices for accuracy, supporting documentation, correct accounting codes, and required approvals.
• Process vendor invoices accurately and on time using the accounting system.
• Prepare and execute vendor payments through ACH, checks, wire transfers, and other approved payment methods.
• Track outstanding invoices, monitor payment deadlines, and ensure payments comply with established vendor terms.
• Maintain complete and accurate vendor records, payment details, and supporting documentation.
• Investigate and resolve invoice discrepancies, duplicate invoices, payment questions, and vendor account issues.
• Respond to vendor inquiries and coordinate timely resolution of payment-related concerns.
• Reconcile vendor statements and research outstanding balances, aged items, and unresolved transactions.
• Manage employee expense reports and corporate credit card transactions as applicable.
• Verify expense coding, supporting records, and legitimate business purposes for employee and corporate card transactions.
• Maintain organized accounts payable records, transaction documentation, and complete audit trails.
• Monitor accounts payable processing schedules and ensure invoices and payments are completed within required deadlines.
• Identify and escalate unusual transactions, payment discrepancies, and potentially high-risk activities.
• Serve as a primary contact for employees, vendors, and internal stakeholders regarding accounts payable and payment questions.
• Recommend improvements to accounts payable workflows, documentation, processing efficiency, and internal controls.

• Oversee daily administration of employee travel and expense activities and the corporate credit card program.
• Review expense reports and corporate card transactions for accuracy, proper coding, required receipts, business justification, and compliance with the Travel & Expense Policy.
• Monitor expense submissions, documentation, coding, and reconciliations to ensure completion within established deadlines.
• Follow up with employees regarding missing receipts, incomplete records, unclear business purposes, coding errors, or policy exceptions.
• Review expenses for airfare, lodging, ground transportation, meals, and other business travel to verify compliance with applicable guidelines.
• Assist employees with corporate card usage, expense submissions, reimbursements, and Travel & Expense Policy questions.
• Administer corporate credit card issuance, account changes, cancellations, and other assigned account maintenance activities.
• Monitor card activity for duplicate, unusual, personal, or potentially noncompliant transactions and escalate issues when appropriate.
• Maintain accurate supporting documentation for employee expenses and corporate card transactions.
• Coordinate with employees and department leaders to resolve expense questions and obtain timely submissions and approvals.
• Support consistent application and enforcement of travel and expense policies.
• Identify improvements to expense management procedures, reporting, employee guidance, and financial controls.

• Provide primary backup coverage for the Payroll & AP Manager during scheduled and unexpected absences.
• Cross-train in payroll systems, processing procedures, operational requirements, and deadlines to maintain payroll continuity.
• Support end-to-end payroll activities, including preparation, verification, processing, and post-payroll administration.
• Review employee timecards for accuracy and completeness, resolving missing or incorrect time entries.
• Assist with payroll updates involving new hires, employee terminations, compensation changes, bonuses, commissions, deductions, and related adjustments.
• Respond to employee questions about paychecks, earnings, tax withholding, deductions, and timekeeping, escalating complex matters as necessary.
• Support payroll tax compliance by reviewing tax information, investigating discrepancies, and assisting with required filings.
• Administer and reconcile payroll deductions related to employee benefits, retirement contributions, garnishments, levies, and other withholding requirements.
• Research payroll discrepancies involving compensation, tax withholding, deductions, timekeeping, and employee setup.
• Assist with payroll register reconciliations, payroll liabilities, and related general ledger accounts.
• Support payroll audits, financial reporting, and year-end requirements, including W-2 documentation and other required payroll reports.
• Maintain accurate, confidential payroll records and associated supporting documentation.
• Follow established payroll procedures, accounting controls, and confidentiality standards.
• Develop the ability to independently complete payroll processing when providing coverage for the Payroll & AP Manager.

• Support monthly, quarterly, and annual accounting close procedures.
• Reconcile accounts payable balances and other assigned general ledger accounts.
• Prepare assigned journal entries, accruals, and account reconciliations.
• Review accounts payable transactions for accurate financial classification and accounting treatment.
• Identify unpaid liabilities and assist with month-end accrual calculations and documentation.
• Investigate discrepancies between subsidiary accounting records and general ledger balances.
• Prepare financial schedules, reconciliation reports, and supporting accounting documentation.
• Provide accounts payable and payroll information required for month-end reporting and close activities.
• Maintain complete, accurate, and timely accounting records and supporting schedules.

• Apply established accounting policies, transaction approval procedures, and internal financial controls.
• Verify that financial transactions contain appropriate documentation and supporting records.
• Assist with annual financial audits and compliance reviews by preparing requested schedules, records, and supporting materials.
• Support vendor tax compliance, including collecting and maintaining W-9 forms and preparing annual 1099 reporting.
• Protect confidential employee, banking, vendor, financial, and business information.
• Identify opportunities to improve accounts payable and payroll procedures, documentation standards, accounting controls, and reporting processes.

• Coordinate with employees and department leaders to secure invoice approvals, accurate expense coding, and supporting documentation.
• Work with Finance, Human Resources, Operations, Procurement, and other departments to resolve accounting, payroll, expense, and payment-related issues.
• Assist with implementing, maintaining, and improving accounting, payroll, accounts payable, and expense management systems.
• Contribute to additional accounting projects and related responsibilities as assigned.

Qualifications

Required Experience

• At least 2 years of professional experience in accounts payable, staff accounting, or a related accounting function.
• Experience using accounting software or enterprise resource planning (ERP) systems.
• Willingness and ability to learn payroll systems, payroll procedures, and processing requirements to provide backup payroll coverage.

Required Skills

• Strong working knowledge of accounts payable processes, fundamental accounting principles, and general ledger activities.
• Proficiency with Microsoft Excel and/or Google Sheets for accounting and financial recordkeeping activities.
• High attention to detail and a consistent commitment to financial accuracy and complete documentation.
• Strong organizational and time-management skills, including the ability to prioritize competing deadlines.
• Analytical and problem-solving capabilities to investigate accounting discrepancies, payment issues, and processing errors.
• Clear, professional written and verbal communication skills for working with vendors, employees, and internal stakeholders.
• Ability to work independently while coordinating effectively across multiple business departments.
• Ability to manage multiple responsibilities in a fast-paced environment while maintaining accuracy and accountability.
• Strong discretion and confidentiality when handling sensitive financial, employee, vendor, and business information.
• Demonstrated organization, follow-through, adaptability, and the ability to meet deadlines with minimal supervision.
• Commitment to process improvement, accurate recordkeeping, and established financial controls.

Education & Certifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

Preferred Qualifications

• Previous experience with payroll processing or payroll administration.
• Experience working in a technology, SaaS, or high-growth business environment.
• Familiarity with automated accounts payable systems or expense management platforms.
• Knowledge of purchase orders, procurement processes, invoice approval workflows, and related financial controls.
• Experience supporting month-end accounting close activities and general ledger reconciliations.
• Knowledge of vendor compliance requirements and annual 1099 reporting.
• Experience documenting, improving, or standardizing accounting procedures and financial workflows.