Accounting Clerk & Payroll Specialist

Accounting Clerk & Payroll Specialist

DEPARTMENT:

REPORTS TO:

LOCATION:

SCHEDULE:

Finance

Finance Manager

Central Facility

Monday – Friday, 8:00 AM – 5:00 PM

(some flexibility on hours)

Position Summary:

The Accounting Clerk/Payroll Specialist is responsible for processing payroll, managing pension reporting, handling accounts payable and receivable, reconciling financial transactions, and ensuring compliance with payroll and financial policies. This position plays a crucial role in maintaining accurate financial records and assisting in the preparation of audits, reports, and purchase orders. Additionally, this position assists in the regulatory compliance and efficient operations of the District.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Payroll & Employee Compensation:

- Process payroll, verify timecards, and ensure PTO/sick requests have been approved.

- Track employee leave and ensure deductions are appropriately managed.

- Verify new employees, direct deposit changes, department changes, and salary adjustments.

- Set up and maintain garnishments within Paycor.

- Update holiday hours in the payroll system annually.

- Accrue and payout PTO balances on a semi-annual basis.

Pension & Benefits Management:

- Run pension reports from Paycor, balance entries in Excel, and submit contributions to KPPA.

- Generate and balance flex spending & dependent care reports with Navia.

- Review Navia claims to ensure proper tracking and payment.

Accounts Payable & Receivable:

- Process and pay invoices via check or EFT, ensuring capital budget invoices are properly recorded.

- Reconcile and close accounts payable at month-end.

- Enter accounts receivable (AR) transactions, including water sales and other billings.

- Pay sales and school tax as required.

- Balance water haulers and retainage accounts.

- Process deposits for water service contracts and work orders.

- Enter cash sheets daily to ensure accurate cash flow tracking.

Journal Entries & Financial Reporting:

- Prepare and post journal entries for:

- Payroll expenses, health and dental benefits, prepaid insurance, and payroll tax accruals.

- Reclassification of project expenses (184 projects) based on timecard data.

- Visa statement expenses to appropriate general ledger accounts.

- Lab billings, SD1 entries, and other miscellaneous financial transactions.

- Reconcile bank statements to the general ledger monthly.

- Maintain and balance the Operating Capital Budget Spreadsheet against bank statements and accounting software.

Audit & Compliance Support:

- Prepare Multiple Worksite Report & UI-3 payroll tax reports.

- Prepare and issue 1099s annually.

- Support external audits by compiling payroll and financial data as requested.

- Conduct workers’ compensation audit preparation to ensure compliance with reporting.

Purchase Orders & Financial Approvals:

- Assign and maintain purchase order records.

- Ensure proper approval authority is obtained for all purchase requests.

- Enter purchase orders into the system and distribute them to vendors.

- Prepare check registers and Visa card statements for board meetings.

Banking & Cash Management:

- Prepare check registers for weekly payroll and payments.

- Review Positive Pay transactions daily for fraud prevention.

- Deposit checks for water service contracts and work orders.

Education and Experience:

- High school diploma or GED required, Associate’s degree in accounting preferred.

- 5+ years’ experience in payroll, accounting, or finance-related roles.

- Experience with Paycor payroll system preferred.

- Or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing/Certifications:

- Valid Driver’s License.

- Certification in Payroll preferred.

Additional Skills:

- Strong proficiency in payroll processing.

- Knowledge of accounts payable, accounts receivable, and journal entries.

- Familiarity with pension reporting and benefits administration.

- Attention to detail in financial reconciliations and reporting.

- Strong organizational and time management skills.

- Ability to multi-task and prioritize work in a deadline-driven environment.

- Strong communication skills for interdepartmental coordination and vendor relations.

Work Environment and Physical Demands:

This job primarily operates in a climate-controlled environment. Works with equipment such as computer, copy machine, fax, and phones. The position requires auditory and visual skills and the ability to follow written and oral instructions and procedures. There is no regular travel expected for this position.

Other Duties:

Please note 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. Duties, responsibilities and activities may change at any time with or without notice.

Featured Benefits:

Paid Time Off Paid Sick Time 10 Paid Holidays (includes birthday) Medical Insurance

Dental Insurance Vision Insurance Pension program through Kentucky Public Pension Authority Short- and Long-Term Disability Basic Life and AD&D Insurance

Employee Assistance Program Wellness Program Flexible Work Schedule Hybrid Work Options (some positions) Tuition Reimbursement

The Northern Kentucky Water District employs qualified persons in all jobs in a manner which will ensure equal employment opportunity, as well as administer personnel actions in a manner as to not discriminate against any person on the basis of race, religion, national origin, age, sexual orientation or disability.