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Accounting Clerk, Payroll Specialist


Date of posting: February 23, 2023

Classification: Non-Exempt                    

Reports to: Controller                      

Salary Range: $28-$30 per hour

Type: Full Time

Location: Monterey, CA  




This position is responsible for the accounts payable and payroll of the company, ensuring that company policies are followed. Ensures all payroll taxes, property taxes, income taxes, and other taxes and licenses payments are made on a timely basis. Prepares account analyses and supporting detailed schedules, reviews, and makes necessary corrections to general ledger accounts, ensuring that financial statements are prepared in accordance with generally accepted accounting principles under the general supervision of the Controller. Assists with some administrative office support and provides assistance and support to the Controller as considered necessary.




Accounts Payable

  • Vouches, processes, and inputs accounts payable in accordance with company policy and on a timely basis, including, but not limited to:

    • Ensures appropriate matching of Purchase Order (or authorization), proof of receipt (or sign off of goods or services received), and invoice.

    • Reviews Accounts Payable Aging report and agrees month-end balance to the general ledger. Investigates any unusual conditions and make corrections as considered necessary.

    • Reviews Pay When Paid (PWP) status of subconsultants and determines when payments should be made.

    • Ensures appropriate accounting period, general ledger account, and project code classification of all accounts payable vouchers.

    • Reviews invoices, employee expense reports, and vendor statements verifying that expenses are in compliance with company policy and are for valid business purposes.  Questions unusual items and ensures company policies are followed.

    • Calculates payments due (e.g., sales tax, business licenses, etc.)

    • Establishes credit with new vendors.

    • Records automatic cash disbursements (e.g. car loans) and ensures payments are made in accordance with agreements and company policy.

  • Is responsible for A/P forms and reports:

    • Ensures all subconsultants complete a Form W-9.

    • Completes and submits California Form DE 542 for new subconsultants.

    • Completes and submits annual Form 1099.

  • Prepares and distributes Accounts Payable disbursements and employee expense reimbursements in accordance with vendor payment terms and company policy.



  • Processes and distributes payroll on a timely basis in accordance with established company pay dates.

  • Reviews timesheets for appropriate overtime law application and holiday, vacation and sick hours in compliance with company policy.

  • Processes payments of payroll taxes, garnishments, 401(k) deferrals, and other withholdings and payroll-related items.


Office Support

  • Preparation of daily deposit 

  • Prepares all out-going mail and overnight packages by ensuring proper postage, delivery method, and labeling.

  • Retrieves in-coming mail and accepts in-coming deliveries, date stamps mail and deliveries, distributes mail, and notifies recipients of delivered packages/drawings.

  • Assists staff and management with travel arrangements.

  • “Shops” certain company expenses to ensure the company is paying fair and competitive prices.

  • Occasionally performs data processing and word processing for staff and clients.

    • Types material from written drafts or outlines.  Is responsible for proper spelling, grammar, and sentence structure of typed materials.

    • Assists when necessary in creating and updating business materials, correspondence, documents, and other projects as assigned.

    • Copies, assembles, and/or binds documents, reports, client invoices and correspondence.  

  • Ensures timely and efficient logistics and physical set-up for meetings and other company events.

  • Performs errands, including but not limited to picking up office and meeting supplies as needed or directed.

  • Maintains the office machines (e.g. photocopier, fax, postage) and coordinates maintenance and technical support with vendors.


Project Support

  • Performs word processing and data processing for client projects as directed by staff members. This includes, but is not limited to Specs and proposal letters.

  • Proofreads products and client projects as directed by Project Managers.

  • Assists with the compilation, binding, copying, and mailing of client projects.

  • Prepares and organizes project files for records retention in accordance with Axiom Engineers’ record retention policy.

    • Ensures all closed project files are neatly prepared (two-hole punched, final documents only) and filed into filing cabinets.

    • Transfers the closed project files from the filing cabinets into storage boxes, logging the project number and box number into “The Book” and notifying the A/R Job Cost Accountant of the closed project number.

    • Ensures final tagged drawings are entered into “The Book” and tags are complete.

  • GENERALContribute to a collaborative work environment, promote cooperation, commitment, and accountability within the team to achieve short- and long-range team goals in line with the Company's mission, vision, and values. 

  • Communicate clearly, actively listen and build relationships of trust both internally and externally. 

  • Safely use all equipment and materials. Follow established safety procedures, use appropriate safeguards, and observe common-sense safety rules in all on-the-job activities. 

  • Maintain and develop professional and technical knowledge by participating in/utilizing in-house educational training/materials and establishing and maintaining professional networks. 

  • Communicate any known violation of any office policy, code, safety policy, or law immediately to leadership. 






While performing the duties of this job, the employee regularly works in the office in which they are assigned. We have a hybrid work policy whereby after onboarding and training (up to the first 6 months of employment), employees are welcome to work from home two days per week. This schedule shall be consistent and coordinated with supervisor and team members. 






  • High School diploma or G.E.D. or equivalent combination of education and accounting experience.

  • Must have a high level of expertise in MS Excel. 

  • Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

  • Must be organized, self-motivated, enthusiastic, dependable, detail-oriented, flexible in scheduling and prioritization, a problem solver, and driven by excellence.  

  • Ability to communicate both verbally and written effectively with team, peers, customers, vendors and consultants. Working knowledge of efficient filing systems, office machines and equipment, including computer hardware and software.

  • Must be able to multi-task, prioritize, and shift focus with poise, and in accordance with changing deadlines and priorities.



  • Associates Degree with an emphasis in accounting, Business School, and/or accounting coursework a plus.

  • Experience with accounting software packages a plus. 

  • Experience with multi-state payroll is preferred. 



Please note this job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities to do this job. Duties, responsibilities, and activities may change at any time with or without notice. 



Reasonable accommodations may be made to enable individuals with disabilities to perform the position's essential functions.


As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.


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