Payroll/ Cash Receipts Specialist

$65,000 - $70,000/Yr

Episcopal Relief & Development - New York, NY

Full-time

New York, NY

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Payroll and Cash Receipts Specialist at Episcopal Relief & Development plays a crucial role in managing the financial transactions that represent the organization's revenue, donations, and funding. This position is responsible for the biweekly processing of payroll and works closely with the Donor Services, HR, and Finance teams to ensure that all incoming contributions are accurately recorded, payroll is processed correctly, and all statutory filings are submitted in a timely manner. The specialist will be the primary point of contact for ensuring compliance with financial regulations and maintaining accurate financial records. In terms of cash receipts, the specialist will process stock gifts and pledges using Raiser's Edge, confirming stock sales proceeds, determining fees, and entering data into the system. They will also maintain and reconcile the pledges receivable and grants receivable schedules quarterly, prepare cash receipts journal entries for review by the Controller, and reconcile contributions recorded in Raiser's Edge with the general ledger. The role requires completing month-end and year-end close procedures, maintaining an organized filing system, and processing incoming checks sent directly to the organization. For accounts receivable analysis, the specialist will produce monthly financial reports that analyze funding levels versus expenses by type of donations and support the annual budget development by providing necessary funding levels for various programs. In payroll management, the specialist will lead the state taxes registration process, ensure compliance with payroll obligations, calculate tax withholdings for employees across the U.S., and coordinate with HR on payroll-related matters. They will also work with the payroll provider to ensure timely processing of payroll and statutory filings, record payroll expenses in the general ledger, and support audit preparations. Additionally, the specialist will develop tools and guidelines to streamline processes related to contributions, cash receipts, and payroll, provide training to staff on finance-related processes, and suggest improvements aligned with continuous process improvement methodologies. This position does not currently have direct supervisory responsibilities but requires a high level of collaboration with various departments within the organization.

Responsibilities

• Process incoming transactions representing revenue, donations, and funding.
• Support biweekly processing of payroll.
• Ensure all incoming contributions are recorded properly.
• Confirm stock sales proceeds and determine fees for stock gifts and pledges.
• Maintain, update, and reconcile pledges receivable and grants receivable schedules quarterly.
• Prepare cash receipts journal entries and present them to the Controller for review and posting.
• Reconcile Raiser's Edge contributions to the general ledger and prepare adjustments monthly.
• Complete assigned month-end and year-end close procedures within established deadlines.
• Maintain an organized filing system according to organizational processes and procedures.
• Process incoming checks sent directly to Episcopal Relief & Development HQ.
• Produce monthly accounts receivable financial reports, analyzing funding versus expenses by type of donations.
• Support annual budget development by providing required funding levels by type of programs.
• Lead state taxes registration process and ensure regulatory compliance regarding payroll obligations.
• Calculate appropriate tax withholdings for all employees across the U.S.
• Coordinate with HR on payroll taxes and salary/benefits adjustments.
• Coordinate with payroll provider to ensure timely payroll processing and statutory filings.
• Record payroll expenses in the general ledger, allocating expenditures to proper coding and projects.
• Provide support for audits, including funder's audits and external annual audits.
• Develop tools, templates, and guidelines to streamline finance-related processes.
• Provide training to staff regarding finance-related processes and procedures.

Requirements

• Bachelor's degree in finance, business, international management, or related field preferred.
• 5 years of relevant experience in a finance position.
• At least 3 years of experience in a cash receipts role, preferably in the nonprofit sector.
• 3 years of experience processing payroll and liaising with Payroll Systems and Providers.
• Experience with selection and implementation of payroll systems preferred.
• Ability to function in a Windows PC environment.
• Knowledge of Blackbaud software products (including FENXT, RENXT, Blackbaud Grantmaking) strongly recommended.
• High proficiency in Microsoft Office, especially Excel.
• Ability to work collaboratively with Fundraising, Accounting, and Finance departments.
• Excellent verbal and written communication skills.
• Strong attention to detail, accuracy, and analytical skills.
• Ability to work independently in a remote-work environment.

Nice-to-haves

• Experience working with international organizations.
• Experience in the international NGO field.
• Familiarity with project management/task management software (like Asana).
• Comfortable working in a faith-based environment.

Benefits

• Annual salary range of $65,000-$70,000.
• Competitive, comprehensive benefits package offered.