Accounting & Payroll Specialist

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Posted Oct 8, 2026

Remote · US Full Time

$65K – $70K/yr

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Overview

This role provides accounting and payroll support for the organization’s Enterprises Accounting Department, reporting to the Senior Accounting Manager with a dotted line to the Payroll Manager. Responsibilities include financial statement preparation and analysis, maintenance of accounting records, and improving accounting processes. The position supports day-to-day payroll operations, including processing bi-weekly payroll, and maintaining time and attendance records for more than 400 employees.

Application Deadline: 21 October 2026
Open Date: October 7, 2026
Closing Date: October 21, 2026
Position Type: Trust Fund
Appointment Type: Indefinite
Schedule: Full Time
Location: Washington, DC
Position sensitivity and risk: Low Risk
Open to all qualified applicants

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian and are paid for from a variety of sources, including the Smithsonian endowment, revenue from business activities, donations, grants, and contracts. Trust employees are not part of the civil service, and trust fund employment does not lead to Federal status. Salary ranges for trust positions are generally the same as for federal positions, and in many cases trust and federal employees work side by side. Trust employees have their own benefit program.

Responsibilities

Accounting

Prepares and processes journal entries in Dynamics 365 (D365) for assigned division(s), including supporting documentation, and submits to manager for review and approval.
Reviews financial results for assigned division(s) and prepares correcting/adjusting journal entries as necessary.
Ensures revenue and expense recognition is compliant with executed contracts, GAAP, and SE/SI Accounting Policies.
Processes and records divisional system(s) reports; reconciles D365 with subsidiary system; reports and resolves variances or unusual activities.
Reviews ledger activities including Cash, Accounts Payable, and Activity codes; reports and resolves issues timely.
Prepares monthly divisional financial statements and reviews them with the Division Financial Manager.
Performs assigned balance sheet account reconciliations; identifies and resolves outstanding reconciling items.
Identifies and reports Out-of-Period Adjustments.
Prepares and provides analysis for Divisional Balance Sheets, P&Ls, and Accounts Receivable Aging Reports; works with Division Finance Managers to resolve issues.
Participates in Stores Annual Physical Inventory, as requested.
Maintains documentation for procedures and processes for areas of responsibility; reviews, provides recommendations for improvements, and updates procedures as necessary.
Other duties as assigned.

Payroll

Assists with accurate and prompt salary payment to all employees in compliance with current government regulations and company policies.
Participates in a quality assurance review of all new hire employee records in ADP.
Assists with entering employee information for electronic pay methods, tax withholdings, advances, garnishments, levies, and other payroll deductions in ADP.
Assists with reviewing and approving ADP Enhanced Time & Attendance submissions, resolves issues, and uploads into the ADP payroll module.
Assists with managing workflow to ensure payroll batch transactions are processed accurately and timely.
Assists with producing the payroll cost report for submission to the Corporate Accountant.
Assists with downloading benefit information files from third-party vendors and importing them into ADP.
Assists with issuing stop payments, processing voids, and reissuing replacement checks through ADP as needed.
Responds timely and accurately to payroll-related questions.
Participates in preparation and reconciliation of annual W-2 statements.
Supports internal and external audits by preparing and providing required analysis and/or supporting documentation for areas of responsibility.
Maintains compliance with all current privacy guidelines surrounding employee information.

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Requirements

Bachelor’s degree in Accounting, Finance, or related discipline, and 4–5 years related experience.
Knowledge of accounting systems and processes applicable to the accounting function.
Meticulous attention to detail, reliability, accuracy, and timeliness.
Knowledge of general payroll, accounting, and good internal control practices.
Experience using payroll systems; ADP preferred.
Knowledge and experience applying payroll principles, techniques, and procedures.
Experience gathering, assembling, consolidating, and analyzing data.
Ability to independently perform assignments using conventional methods and techniques.
Excellent written and oral communication skills.
High level of technological, organizational, and analytical skills.
Ability to establish and maintain effective relationships with staff and gain cooperation across all levels to resolve problems and provide advice and assistance.
Proficient with Microsoft Office applications.

Education equivalency

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. Documentation is the applicant’s responsibility and should be included as part of the application package.

Additional conditions of employment

Pass pre-employment background check and subsequent background investigation for the position designated.
Complete a probationary period.
Maintain a bank account for direct deposit/electronic transfer.
This position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.