Senior Accounts Payable Spcialist/Payroll Adminstrator

Join Hicks Nurseries - Long Island's Largest Garden Center!

Located in Westbury, NY | $40 Million Annual Revenue | Retail & Wholesale

Hicks Nurseries is seeking a detail-oriented and highly organized Senior Accounts Payable Specialist and Payroll Administrator. This individual will lead and oversee the Accounts Payable function and is responsible for ensuring the accurate, timely, and confidential administration of payroll processes.

The ideal candidate will possess strong accounting and reconciliation skills, a commitment to accuracy, and the ability to manage multiple priorities in a deadline-driven environment.

Accounts Payable Management

• Lead all aspects of the Accounts Payable function, ensuring timely, accurate, and efficient processing of transactions.

• Supervise, support, and provide direction to the Accounts Payable Specialist.

• Oversee vendor setup and maintenance, including collection and review of W-9s, vendor applications, certificates of insurance, and supporting documentation.

• Process merchandise, expense, and freight invoices from receipt through payment.

• Investigate and resolve invoice discrepancies and respond to vendor and internal department inquiries.

• Process payments accurately and on schedule, including check issuance, mailing, and Positive Pay notifications.

• Maintain organized invoice records, vendor files, and check stock inventory.

• Upload and validate data transfers between Counterpoint and Microsoft Dynamics GP.

• Prepare monthly Accounts Payable accruals.

• Perform key reconciliations, including:

• Counterpoint A/P Expense to General Ledger

• Vendor statements to aging reports

• Accrued purchase payables to General Ledger

• Return-to-vendor (RTV), recoveries, and other miscellaneous reconciliations

• Prepare and file annual 1099 forms.

Payroll Administration

• Administer payroll processing with accuracy, confidentiality, and timeliness.
• Prepare, process, reconcile, analyze, and report payroll and related financial information.
• Prepare and record payroll-related journal entries and accruals.
• Reconcile gross wages to tax filings and the General Ledger.
• Prepare workers' compensation accruals, analyses, and reports to support annual audits.
• Maintain strict confidentiality of employee compensation and payroll information.

Finance & Human Resources Support

• Provide backup support to the CFO and assist with designated responsibilities and special projects as needed.
• Support continuity of financial operations through execution of assigned finance initiatives.
• Assist the VP of Human Resources with payroll reporting, analysis, and other related responsibilities.

Administrative Responsibilities

• Administer and monitor the Retail Petty Cash fund, including replenishments.
• Maintain postage equipment, including account funding and supply management.
• Support general office administration activities as assigned.

Process Improvement & Documentation

• Maintain accounting record retention programs in accordance with company policies and CFO direction.
• Develop, document, and continuously improve processes and procedures for assigned functions.
• Identify and implement workflow enhancements that improve efficiency, strengthen internal controls, and increase accuracy.
• Create and maintain documentation to support consistent execution of finance and payroll activities.

Training & Cross-Functional Support

• Train team members to serve as backups for critical functions and responsibilities.
• Develop clear procedures, job aids, and training materials to support operational continuity
• Associate's degree in Accounting or related field.
• Minimum of four (4) years of Accounts Payable experience.
• Demonstrated experience performing financial reconciliations and managing high-volume transactions.
• Advanced proficiency with Microsoft Excel and Microsoft Office applications.
• Ability to quickly learn and effectively utilize new software systems.

Required Skills

• Strong numerical aptitude and exceptional attention to detail.
• Ability to meet weekly, monthly, and annual deadlines while maintaining a high level of accuracy.
• Strong analytical, critical thinking, problem-solving, and troubleshooting abilities.
• Effective written and verbal communication skills.
• Ability to build positive working relationships with internal departments and external vendors.
• Ability to handle sensitive payroll and financial information with professionalism and discretion.
• Commitment to maintaining strict confidentiality.