Payment Specialist - Payroll & Accounts Payable

Payment Specialist - Payroll and Accounts Payable

Dwight-Englewood School is seeking a business office team member to process payroll and general disbursements.  This position is an integral part of the Business Office team, works closely with the Senior Accountant and Human Resources, and reports directly to the Controller.

PAYROLL

• Administration of all payroll-related functions, management of payroll data, compliance, reporting, and reconciliation. Manage the ADP Workforce Now and Time and Attendance database, including the configuration of employee schedules, custom data fields, and pay codes.
• Process semi-monthly payroll for all employees, ensuring the proper calculation of salaries, hourly wages, stipends, overtime, leave accruals, holiday pay, contributions and deductions.
• Ensure compliance with federal, state, and local payroll laws, tax regulations, and best practices.
• Prepare payroll reports and reconciliations for management.
• Ensure the accurate accrual and recording of employee time off.
• Continually maintain accurate employee payroll records
• Maintain integrity, confidentiality, and security of all payments.
• Review quarterly federal tax returns and ensure payroll tax deposits are made in a timely and accurate manner.
• Issue W-2s and prepare required state and federal tax reporting.
• Participate in and prepare reports for the annual financial audit, IRS Form 990, 403(b), and workers’ compensation audits.
• Calculate fiscal year-end accruals and adjustments for both payroll and general expenses
• Proactively stay informed about changes in labor laws to adjust payroll and benefits practices accordingly.

ACCOUNTS PAYABLE

• Full ownership of the accounts payable process including vendor set up through execution of the complete disbursement cycle, recording and reviewing expenses, payments, reporting, reconciliation, and analysis of expenditures.
• Via Blackbaud Expense Management review invoices, identify errors, ensure proper approval, coding, and allocation to appropriate general ledger accounts.
• Maintain the A/P database, vendor profiles, and systems that support transactions and records
• Process payment via Blackbaud Payment Assistant  
• Monitor payment data related to contracts and agreements.
• Review approvals for consistency with the School’s procurement policies.
• Record journal entries and monthly reconciliation of accounts payable, accrued and prepaid expenses, and related general ledger accounts.
• Coordinate approval of  credit card transactions through Concur Solutions. Ensure proper G/L distribution and detail receipts. Monthly recording and reconciliation of credit card charges
• Communicate with vendors, budget managers, faculty, and staff to promptly resolve internal and external inquiries and discrepancies.
• Coordinate, review and issue 1099s
• Monthly and year end reconciliation of various operating expense and capital expenditures 
• Preparation of worksheets and schedules for the year end annual audit. 

• Candidate Qualifications:
• Minimum of three years’ experience processing payroll for at least 200 employees required.
• Experience with ADP Workforce Now and Time and Attendance preferred
• Working knowledge of wage and hour laws, both federal and in the state of New Jersey.
• Minimum 2 years hands on experience processing and reconciling accounts payable
• Experience with Blackbaud FENxt, Expense Management and General Ledger, preferred
• Accounting or bookkeeping experience preferred 
• Strong analytical ability, organizational skills, and attention to detail.
• Skilled in using Excel and Google Sheets.
• Excellent oral and written communication skills in English; bilingual ability is a plus.
• Ability to work both as part of a team and independently, and to prioritize assignments and workload.
• A solid work ethic is expected.
• Preferred start date on or before July 1 for transitional training. This is an on-campus position Monday through Friday, 8am - 4pm or 8:30am - 4:30 pm

Physical Requirements:

• Must be able to sit and stand for extended periods of time.
• Must be able to move easily around an office, access materials, and assist employees as needed.
• Must be able to climb stairs. The Business Office is located on the third floor without elevator access.