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Finance & Payroll Administrator

Job Summary

The Finance & Payroll Administrator is responsible for supporting accurate and timely payroll and accounting operations for Spaulding Clinical Research. This role manages key payroll activities, including time and attendance review, payroll processing, employee deductions, reporting, and payroll-related compliance. The position also supports accounts payable activities, including vendor invoice processing, vendor payments, and participant stipend payments.

The Finance & Payroll Administrator works closely with the Finance team to ensure financial transactions and payroll activities are completed accurately, confidentially, and in accordance with applicable policies, procedures, and regulations.

Essential Duties and Responsibilities

Payroll

• Process bi-weekly payroll accurately and on schedule, including the review of employee timecards, reimbursements, deductions, and other payroll-related information.
• Maintain accurate payroll records, including garnishments, unemployment documentation, retirement contributions, and other payroll-related items.
• Support compliance with applicable federal, state, and local payroll regulations and tax requirements.
• Assist with payroll-related year-end activities, including preparation of information required for W-2 and 1095 reporting.
• Respond to employee payroll questions in a timely, professional, and confidential manner.
• Prepare and distribute payroll reports and analytics for Finance leadership and other appropriate stakeholders.

Finance & Accounts Payable

• Process vendor invoices accurately and in accordance with established accounts payable procedures, including three-way matching and appropriate general ledger coding.
• Process and record vendor and research participant payments accurately and on schedule.
• Record daily bank transactions using account statements and financial reports.
• Prepare and process journal entries related to payroll and accounts payable activities.
• Support month-end and year-end close activities.
• Assist with annual audits by preparing reports, schedules, and supporting documentation for external auditors.
• Assist the Finance team with special projects and other accounting activities as needed.
• Perform other duties as assigned.

The statements above describe the general nature and level of work performed by individuals assigned to this position and are not intended to be an exhaustive list of all responsibilities or duties.

Education & Experience

• One to three years of payroll experience required.
• One to three years of general accounting or accounts payable experience preferred.
• Knowledge of general accounting procedures required.
• Working knowledge of Generally Accepted Accounting Principles (GAAP) preferred.
• Equivalent combinations of education, training, and relevant experience may be considered.

Knowledge, Skills & Abilities

• Strong attention to detail and commitment to accuracy.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Strong written and verbal communication skills.
• Ability to work effectively both independently and as part of a collaborative team.
• Strong analytical, problem-solving, and organizational skills.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Strong computer skills and ability to learn and utilize technology to improve efficiency.
• Proficiency with Microsoft Office applications and financial, accounting, or payroll systems.
• Ability to read, write, and communicate effectively in English.

Physical Demands

The physical demands described here are representative of those required to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Ability to sit, stand, and walk throughout the workday.
• Ability to use hands and fingers to operate computer equipment and perform routine office tasks.
• Ability to occasionally lift and/or move up to 25 pounds.
• Ability to maintain near and distance vision.
• Ability to distinguish colors.

Hazards

• Potential for exposure to toxic or caustic chemicals.
• Potential for exposure to bloodborne pathogens.

Spaulding Clinical management has the discretion to hire personnel with a combination of experience and education which may vary from the above listed skills and qualifications.