AP/Payroll Specialist

Willow is looking for a highly motivated Accounts Payable and Payroll Specialist to join our growing team! This role will report to the Assistant Controller and is flexible for remote work or hybrid work at our HQ in Mountain View, CA. This critical, high-touch role on our team will interact with colleagues from all departments across the organization.

Roles & Responsibilities | What you'll do:

Accounts Payable:

• Process vendor invoices by matching to purchase order and inventory receipt, ensuring appropriate approval(s), coding to proper general ledger account(s) and posting to the accounting system
• Process weekly payments of outstanding invoices
• Review employee expense reports to ensure proper supporting documentation
• Prepare the monthly accrual for invoices received after month end
• Reconcile the accounts payable subledger to the general ledger monthly
• Maintain and update vendor contact information, company files and records
• Partner with various internal teams with gathering all support for all purchase order and invoice processing including approvals
• Work with vendors to resolve past due invoices and reconcile monthly statements
• Ensure internal policies, procedures, and SOX controls are adhered to relating to purchase orders and payments

Payroll

• Semi-monthly payroll processing for 130+ employees using ADP Workforce Now
• Understand tax withholding requirements for multi-state and local taxes and set up taxes for employees based on their worked and lived in location
• Enter and verify payroll data into each applicable payroll run and perform payroll entries including, but not limited to, deductions, payments, and retro payments
• Perform routine audits and process adjustment entries (year-to-date taxes, taxable wages, earnings, and deductions) on employee records
• Research, analyze, and resolve all payroll discrepancies, escalating up to management as needed
• Respond to Employment Verification and unemployment requests
• Communicate with HR teams to make necessary changes/updates to employee records
• Assist with HRIS system updates and data entries such as: new hires, terminations, and status changes
• Remain in compliance with all legal and institutional requirements
• Respond to employee questions in a timely manner

Experience | What you'll bring:

• 4+ years of experience in Accounts Payable and Payroll positions
• Associate degree in a related field or equivalent relevant experience
• Proven systems skills, including ERP systems, ADP Workforce Now and Microsoft Office; NetSuite and bill.com experience a plus; demonstrable experience with systems implementations and automation preferred
• Outstanding organizational, prioritization, and multi-tasking skills, with the ability to work in a fast-paced environment with frequent interruptions
• Strong work ethic and capacity to accomplish tasks independently
• Exceptional communication skills, both written and verbal
• Experience successfully working in a highly collaborative manner across a variety of business functions