Payroll and Accounts Payable Specialist

$55,000 - $60,000/Yr

Jacob Burns Film Center - Pleasantville, NY

Full-time - Entry Level

Remote - Pleasantville, NY

Motion Picture and Sound Recording Industries

About the position

The Payroll and Accounts Payable Specialist at the Jacob Burns Film Center (JBFC) plays a crucial role in supporting the Controller in managing the overall accounting operations of the organization. This position is essential for ensuring accurate payroll processing and accounts payable management, which are vital for the financial health of the nonprofit institution. The specialist will serve as the primary paymaster, utilizing Paychex Flex and Paychex Time & Attendance systems to oversee and maintain payroll data, including employee records and attendance. Collaboration with HR and department supervisors is key to ensuring the accuracy of payroll and compliance with statutory policies. In addition to payroll responsibilities, the specialist will manage all aspects of accounts payable, including entering and paying bills through QuickBooks. This involves working closely with department heads to obtain invoice approvals, executing online bill payments, and assisting with invoice coding. The role also requires coordination with the Programming department regarding weekly box office receipts and acting as the primary liaison with film distributors for accounts payable matters. The specialist will execute daily finance office activities, such as posting revenue from ticket sales and contributions into the general ledger, reconciling discrepancies, and processing online bank deposits. The Payroll and Accounts Payable Specialist will also assist in preparing reports for the annual audit, support month-end and year-end closing processes, and provide onsite support to JBFC staff as needed. This position requires a strong attention to detail, excellent organizational skills, and the ability to work both independently and as part of a team. The ideal candidate will have a background in finance or accounting, with experience in payroll systems and accounts payable management, particularly in a nonprofit setting.

Responsibilities

• Serve as primary paymaster for JBFC using Paychex Flex and Paychex Time & Attendance.
• Oversee, enter, and maintain all data within the payroll system including employee records.
• Work with supervisors to ensure accuracy of attendance records and labor distributions within Paychex.
• Support HR on submission of bi-weekly employee contribution/deduction reports as needed.
• Supervise all aspects of Accounts Payable, entering and paying bills within QuickBooks.
• Work with department heads to get approval on all invoices and execute online bill payments.
• Assist with coding invoices and work closely with the Programming department on weekly box office receipts.
• Execute day-to-day activities of the finance office, including posting revenue into G/L and reconciling differences.
• Process online bank deposits and post appropriate entries in G/L.
• Act as Program Administrator for American Express, assisting with coding and posting to G/L.
• Prepare reports and schedules for the annual audit as needed by the Controller.
• Assist with month-end and year-end closes, including bank reconciliations and posting miscellaneous journal entries.
• Provide onsite support to the JBFC staff as needed.

Requirements

• Knowledge of QuickBooks, preferably Enterprise 2022 Non-profit.
• Knowledge of payroll systems, preferably Paychex.
• 1+ years' experience in computerized payroll systems required.
• Direct experience with Paychex is a significant plus.
• Working knowledge of accounting software.
• Direct experience with accounts payable and receivable using QuickBooks, preferably in a non-profit setting.
• Ability to work as a team member and independently with initiative.
• Strong organizational skills with excellent attention to detail required.
• Excellent written and verbal communication skills.
• Engaging interpersonal skills and a high level of discretion.

Nice-to-haves

• Bachelor's Degree in Finance/Accounting (preferable) or Associate's Degree in Accounting (or comparable experience).

Benefits

• 403(b)
• 403(b) matching
• AD&D insurance
• Commuter assistance
• Dental insurance
• Disability insurance
• Family leave
• Generous PTO and sick leave
• Employer-paid and supplemented Paid Family Leave (PFL) for eligible employees
• Generous medical, dental, and vision insurance for staff members
• Company-funded Health Reimbursement Account (HRA) to cover deductibles
• Option to fund a Flexible Spending Account (FSA)
• Voluntary Life and AD&D Insurance
• Short- and Long-Term Disability Insurances
• Option to participate in the TransitChek commuter benefits program.