Accounts Payable / Payroll Associate Director

Planned Parenthood of Greater New York • New York, NY

2d • $130,000 - $140,000 • Hybrid

About The Position

The Accounts Payable & Payroll Associate Director oversees biweekly payroll processing and full‑cycle accounts payable to ensure accurate, timely, and compliant financial operations. This role reviews payroll for accuracy, prepares labor and payroll analytics, ensures proper expense allocation, reconciles 401(k) contributions, and partners with HR and the payroll vendor to improve automation and maximize ADP functionality.
On the accounts payable side, the Associate Director ensures invoices align with contracts, maintains accurate coding and expense distributions, monitors vendor terms, manages AP reconciliations, supports PO tracking, and develops standard AP reporting. The role also prepares cash requirement projections, ensures audit‑ready documentation, and supports tax compliance, including vendor documentation for 1099s.
The position contributes to ongoing process improvements across both functions, maintains key process documentation, and performs additional duties as assigned.

Requirements

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

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.

Benefits

• Generous PTO and holiday schedule
• Medical, dental and vision coverage options for you and eligible dependents
• FSA, HSA, Commuter pre-tax reimbursement funds
• Short- and Long-Term Disability, Free Basic Life and AD&D
• 401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Manager