Accounting & Payroll Assistant

Mental Health Association in Orange County, NY•City of Middletown, NY

47d

About The Position

Responsibilities: · Payroll: o Process biweekly payroll: · Verify accuracy and validity of all timecards · Follow-up with supervisors when necessary · Enter all supplemental payroll information into payroll system · Make necessary adjustments · Review payroll before turning over to Accounting & Payroll Coordinator for final review · Submit payroll after final review and approval · Assist with payroll-related schedules and journal entries · Accounts Payable: · Receive invoices, check requests, and credit card approvals: o Verify accuracy and validity of all requests o Check for supervisor approvals o Follow-up with vendors and supervisors when necessary o Enter all payables into accounting system o Assign each invoice to proper accounts and cost centers o Proof invoices prior to printing checks o Check all pending invoices for accuracy o Run cash requirement report o Make necessary adjustments · Process accounts payable check and ACH runs: o Attach each check to back up documentation o Separate for signatures required o Obtain necessary signatures o Copy invoices/checks as necessary for funding sources o Distribute checks o File all paperwork o Print out-of-run and payee checks. o Follow up on stale dated checks. o Follow up on outstanding Accounts Payable. o Prepare and post prepaid journal entries. o As assigned reconcile permanent general ledger accounts o Prepare annual 1099s and 1096s. · Annual storage and purge of accounting files. Other Duties: · In the spirit of teamwork, answer MHA’s main office phone as needed. · Participate in MHA’s committees as needed. · Duties outlined above are intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time. Terms of Employment/Benefits: · Non-Exempt · Forty (40) hours per week. Monday - Friday · Paid holidays, vacation, personal, and sick leave according to MHA policy. · Paid holidays, PTO, Wellness, and sick leave according to MHA Policy. · Educational incentives after 12 months of employment. · Training and Educational Opportunities.

Requirements

High School Diploma.
Either basic accounting coursework or 1 year payroll/accounting/bookkeeping experience.
Effective written and oral communication skills.
Proficiency in Microsoft Excel required.
Experience with accounting software required.
Experience with payroll processing software required.
Must be organized, self-motivated, and have the ability to coordinate multiple tasks simultaneously.
Ability to work independently with minimal direct supervision.
Valid Driver’s License, ability to drive with current driving record acceptable for agency insurance coverage, and access to a reliable, personally owned vehicle.

Nice To Haves

Background in not-for-profit or fund accounting a plus.
Experience with Fund EZ accounting software a plus.
Experience with Paylocity a plus.

Responsibilities

Process biweekly payroll
Verify accuracy and validity of all timecards
Follow-up with supervisors when necessary
Enter all supplemental payroll information into payroll system
Make necessary adjustments
Review payroll before turning over to Accounting & Payroll Coordinator for final review
Submit payroll after final review and approval
Assist with payroll-related schedules and journal entries
Receive invoices, check requests, and credit card approvals
Verify accuracy and validity of all requests
Check for supervisor approvals
Follow-up with vendors and supervisors when necessary
Enter all payables into accounting system
Assign each invoice to proper accounts and cost centers
Proof invoices prior to printing checks
Check all pending invoices for accuracy
Run cash requirement report
Make necessary adjustments
Process accounts payable check and ACH runs
Attach each check to back up documentation
Separate for signatures required
Obtain necessary signatures
Copy invoices/checks as necessary for funding sources
Distribute checks
File all paperwork
Print out-of-run and payee checks.
Follow up on stale dated checks.
Follow up on outstanding Accounts Payable.
Prepare and post prepaid journal entries.
As assigned reconcile permanent general ledger accounts
Prepare annual 1099s and 1096s.
Annual storage and purge of accounting files.
In the spirit of teamwork, answer MHA’s main office phone as needed.
Participate in MHA’s committees as needed.