Payroll and Disbursements Accountant

Position Summary and Purpose:

The Payroll and Disbursements Accountant is primarily responsible for preparing and executing all processes and requirements for payroll for headquarters and specific field staff. They will also thoroughly review invoices, prepare checks, and make payments.

Responsibilities and Essential Functions:

Payroll Processing and Benefit Administration:

• Prepares and accurately inputs semi-monthly payroll data ensuring all employee pay statements are accurate
• Coordinates and maintains communication with payroll vendor and HR
• Initiates new employee data in payroll system
• Maintains all documentation related to payroll
• Prepares monthly allocations per timesheets
• Prepares quarterly reconciliations and reviews annual W2s
• Tracks taxable benefits monthly
• Prepares monthly salary wires for expat staff
• Prepares supporting schedules for Form 990 and NICRA
• Works closely with HR Manager regarding the financial side of employee benefits
• Prepares new timesheets for all pertinent staff

Accounts Payable:

• Ensures staff use of Purchase Order System, when applicable
• Processes invoices in accordance with IOCC’s established policies and procedures
• Prepares annual 1099s and quarterly reconciliation
• Prepares bank/vendor wires, EFT, ACH, as needed
• Monitors and responds to the Finance Email inbox

Documentation:

• Maintains and updates procedures related to assigned tasks to be included in the Financial Procedures Manual
• Maintains the copies of checks, invoices and supporting documents in the vendors’ folders and completes other financial filing
• Maintain electronic copies of all vendor invoices

Training:

• Cross-trains with the Senior Accountant on daily responsibilities (cash receipts imports and related entries)
• Trains all incoming staff during their onboarding and orientation on all the finance-related processes and tools

Journal Entries:

• Prepares journal entries for month end and others, as needed

Audits:

• Completes assigned tasks related to the annual and field audits.

Minimally Required Knowledge, Skills and Abilities:

Software Applications:

• Advanced knowledge of Microsoft Office applications, especially proficient in Excel
• Familiarity with SharePoint also a plus
• Knowledge of accounting software, preferably Blackbaud Financial Edge and Effort Track
• Knowledge of payroll systems, preferably Paychex

Communication:

• Advanced communication skills (verbal, listening and written)
• Ability to communicate effectively with diverse cultures
• Capacity to communicate expected policies and procedures

Organization, Planning and Multi-tasking:

• Strong organizational and planning skills
• Proven ability to set priorities, meet established deadlines in a fast-paced environment and multi-task with minimal supervision
• Tenacity for work completion and proven ability to work with competing priorities
• Detail oriented

Self-Management and Teamwork:

• Ability to work independently with minimal supervision and able to initiate and thoroughly complete tasks
• Able to work well as part of a team and foster teamwork
• Maintains a positive attitude

Confidentiality:

• Proven ability to maintain confidentiality on work-related issues and maintain a high degree of professional etiquette and decorum.

Minimally Required Education, Experience, and Training:

• Bachelor’s degree in Accounting or related field
• 2-3 years of accounting work experience in a professional environment, OR
• Completion of an Associate’s degree in Accounting, plus 3-5 years of accounting experience that yields the minimally required KSAs
• Payroll and payable experience required
• Non-profit experience preferred

Physical Requirements and Working Environment:

• Travel required: 10% or less
• May talk on the phone for considerable periods of time
• May require bending, kneeling, crawling, standing, sitting, lifting up to 20 lbs.
• Standard office environment; mostly sedentary position; requires ability and dexterity to operate general office equipment like computer, copier or scanner
• Infrequent weekend and evening work may be required
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this