Accounts Payable / Payroll Associate Director

Essential Duties and Responsibilities

• Supervises payroll staff.
• Reviews payroll preview biweekly for accuracy once completed by financial clerk/ accountant.
• Develop and maintain standard payroll distribution reports, utilizing ADP in the most effective manner.
• Prepares payroll and FTE analytics by department and by HR title. Ensures that payroll is being properly allocated to the correct departments, programs and locations; this requires working collaboratively with department and HR staff.
• Develops ADP or other system reports to provide important data, such as turnover % by position/ location, overtime hours and dollars by position/ department, vacant positions, PTO and sick time trends, and high paid staff for 990 reporting
• Prepare payroll journal entries for payroll expense, accrual and PTO accrual for review by controller.
• Reviews Temporary support expense reconciliation completed by financial clerk/ accountant and analyze spending compared to budget and prior year.
• Works closely with payroll vendor to automate payroll and related accounting processes.
• Reconcile 401K contribution and safe harbor matching contributions with Fidelity
• Perform periodic audits of 401K information to ensure compliance.
• Perform continuous process improvement to ensure maximum use of ADP functionality.

• Supervises AP staff.
• Monitor adherence to vendor payment terms.
• Review all contracts to ensure invoices are consistent with contractual arrangements.
• Develop guidelines for proper handling and coding of invoices to maintain general ledger expense account and inventory records.
• Update expense distribution codes for accurate expense allocations.
• Analyze expense reports and other invoices for accuracy and eligibility for payment.
• Reconcile accounts payable, accrued expenses, prepaids to the general ledger and other supporting documentation (e.g., subsidiary vendors ledger).
• Work collaboratively with the material management group to monitor open POs and follow up on missing invoices.
• Maintain invoice approval hierarchy within the purchasing/ AP system to be compliant with the organization’s policies.
• Develop and maintain standard expense reporting, including but not limited to AP aging, top vendor usage reports, and new vendor reports.
• Prepare cash requirement projections, utilizing AP aging and vendor terms
• Ensure proper recordkeeping of purchases for use in tax preparation and periodic audits.
• Ensure employer identification numbers or social security numbers have been collected from all vendors for the payables clerk to prepare and submit 1099s.
• Perform continuous process improvement to limit paper invoices, accelerate invoice approval, and enhance system utilization.

• Perform other related duties as assigned.
• Documentation of key processes.

Required Qualifications

• Bachelors degree required, preferably in accounting or finance
• Minimum of 5 years of accounting and payroll experience including prior supervisory experience.

Physcial Demands

• Requires physical ability to perform site walkthroughs and inspections, as well as prolonged sitting and repetitive tasks including use of a computer. Periodic standing, walking, bending. It may require lifting or moving of up to 15 pounds. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. In addition this role requires the ability to hear and to communicate orally with others. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets, and will require reaching, grasping, pushing and pulling.

Schedule

• Monday - Friday
• Hybrid: This position supports the organization enterprise‑wide and may be based out of any of PPGNY New York State office locations, depending on the candidate’s proximity and business needs. The role follows a hybrid work schedule, with a combination of in‑office and remote work. The selected candidate will be expected to work onsite at the NY location closest to their residence as required (e.g., meetings, collaboration, or operational needs). Primary reporting location will be determined at the time of hire. Hybrid work arrangements are subject to change based on organizational needs and may vary by department.