Payroll & AP Administrator – Rockville, MD, US

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Payroll & AP Administrator – Rockville, MD, US

Payroll & AP Administrator

Department: Administration/Finance
Location: Rockville, MD, US

Payroll & AP Administrator

NIKA is seeking a full-time Accounts Payable / Payroll Specialist to join our dynamic Accounting and Finance team located in our HQ office in Rockville, MD! The primary focus of this role will be to work closely with staff and senior management to coordinate all supporting functions related to the AP/payroll process and corresponding provider software.

At NIKA, you’ll be excited to come to work each day. This position comes with a competitive salary package that includes health/dental insurance, 401(k), bonus programs, and many other perks. Our convenient suburban office boasts an on-staff barista, pool table, well-stocked kitchen, free parking, and much more.

Education, Training and Certifications:

  • Bachelor’s degree required; Accounting/Finance preferred

Primary Duties and Responsibilities:


  • The Payroll Administrator will process multiple different payrolls on independent schedules; semi-monthly (non-union) and weekly (union), and ad hoc as necessary.
  • Enter New Hire’s, Terminations, Salary changes and Benefits into ADP in addition to submitting all changes for Union Employees to Union delegate via fax / e-mail
  • Ensure accuracy of payroll records by maintaining ADP with updates in employee status changes, tax withholdings, child support, wage garnishments, tax levies, benefit deductions, vacation, holiday, etc.
  • Prepare, reconcile, and submit all reports for Local Union benefits on a monthly basis and remit payments in timely manner
  • Review timesheets for accuracy and timeliness
  • Review business-related expense accounts and reporting to ensure all payments are funding from proper sources and with correct authorization
  • Create and maintain reports in ADP WorkforceNow
  • Maintain SCA spreadsheets due to additions, terms, amount changes.
  • Prepare and remit federal, state and local payroll tax reports in a timely fashion.
  • Reconcile payroll and benefits journal entries as part of monthly close process
  • Manage employee paid time off accruals and usage
  • Communicate and align with ADP and Accounting Team to ensure proper timing of all scheduled activities occur
  • Provide high level of internal customer service when resolving issues and answering payroll related questions of employees as applicable
  • Responsible for companywide messages and communications related to Payroll function and cycles
  • Reports to Director of Finance

Accounts Payable

  • Receive, open, scan and enter all payment vouchers/invoices into MS Dynamics system, ensuring accuracy, expenses, locations and coding
  • Follow-up on invoice approvals to ensure timely processing and payment to vendor invoices
  • Handle all vendor correspondence via phone or email
  • Print checks and three-way match to invoices and supporting documentation, and mail signed checks to vendors
  • Investigates and resolves problems associated with invoice processing
  • Answer AP related questions back to internal and external employees or vendors
  • Assist with ensuring W-9s are on file for all vendors in accordance with legal requirements
  • Prepare all vendor information and request forms, i.e. W-9s, etc.
  • Distribute to project management all subcontractor account statements
  • Produce monthly reports and assist in the month-end close
  • Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices

Job Requirements and Essential Skills:

  • 5+ Years’ experience in payroll, ideally in Government Contracting
  • 3+ years of full-cycle A/P experience, including vendor and account management
  • ADP experience is required, MS Dynamics experience is a plus
  • Must be fluent in Excel and Microsoft Office knowledge
  • Experience with CBA / DBA / SCA payroll is preferred but not required
  • Communicate effectively with all members of staff regarding payroll
  • Ability to adapt to changing environment and support of multiple business locations

NIKA is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.