The Accounts Payable and Payroll Coordinator is responsible for processing and maintaining financial invoices and records for the Finance Department of the Academy, Association, and AACAP-PAC. This position also coordinates with Human Resources to ensure accurate and timely recording of payroll related data and processes semi-monthly payroll.
KEY DUTIES AND RESPONSIBILITIES:
Receive, log, date stamp, and forward all vendor invoices, corporate credit card statements, and travel expense vouchers to appropriate Directors.
Track and monitor all invoices and vouchers and ensure approvals are returned with appropriate documentation in a timely manner.
Ensure accurate and timely budget coding of all invoices and vouchers.
Accurately enter all invoices and vouchers into the Great Plains Accounting system in a timely manner.
Track and monitor recurring EFT and ACH payments to ensure timely processing.
Prepare and process weekly A/P check runs for appropriate signatures.
Maintain all Accounts Payable files.
Process all void and reissued check requests in the Great Plains Accounting system.
Process all EFT transactions of Council Dues on a quarterly basis.
Process all credit card holder reconciliations and enter for payment into the Great Plains Accounting System.
Reconcile activity reports from Travel-On Travel Agency with credit card statements.
Process credit applications upon request.
Process all refunds upon request.
Maintain up-to-date vendor information in the Great Plains Accounting system and A/P vendor files.
Respond to inquiries from A/P vendors and staff.
Research and inform directors and vendors of outstanding invoices and payments.
Prepare and distribute 1099s within federal guidelines.
Serve as backup to Accounts Receivable as needed.
Work closely with Human Resources and the Finance Department on all payroll related issues to ensure semi-monthly payrolls are processed in a timely and accurate manner.
Review computed wages to ensure the accuracy of earnings and verify that all changes to payroll are processed correctly. Prepare draft payroll register for final review and approval.
Coordinate with Human Resources to ensure accurate benefits deductions, tax withholdings, retirement plan deferrals, direct deposits, and other elections.
Review electronic time sheets for required approvals and compliance with all AACAP policies.
Distribute pay statements in a timely manner.
Prepare necessary adjustments to void checks and issue manual checks.
Maintain accurate payroll records, including payroll registers and manual check log.
Ensure preparation of ADP W-2 statements and ensure timely distribution.
Track employee leave and comp time accruals and distributes leave reports as necessary to limit the loss of carryover hours.
Trains staff members on functions related to payroll including time entry, recording leave, and system navigation.
Maintain confidence and confidentiality of personnel sensitive and privileged information.
General Accounting and Administrative:
Assist with account analysis, research, and reconciliations.
Assist with month end and year end close process.
Assist with annual audits as needed.
Potential to be assigned to staff the registration area at Annual Meetings.
Organize and maintain onsite and offsite retention of Finance files.
Prepare supply order requests for the Finance department.
Act as department liaison for internal communications and coordination between departments
Assist with backup to the Front Desk for lunch breaks and scheduled time off.
Provide day-to-day support to the Director of Finance, Assistant Director of Finance, and staff.
Performs other related duties as assigned or when needed.
High school diploma or general education degree (GED). Bachelor’s degree in accounting or finance preferred.
3-5 years of experience in an accounting and/or finance office.
Understanding of accounting principles is essential.
Must be detailed oriented and able to perform data entry with high level of accuracy.
Outstanding time management, analytical, and problem-solving skills.
Strong computer skills. Demonstrated proficiency in Excel, MS Office applications, and accounting software.
Experience with Great Plains/Microsoft Dynamics is preferred. Familiarity with iMIS is preferred, but not required.
Hands on experience with ADP Workforce Now Payroll and Time & Attendance.
Ability to communicate in a clear and concise manner with all levels of staff.
COMPLEXITY AND EFFORT:
Difficulty involved in accurately processing a high volume of detailed information. High level of individual effort and attention to detail is required.
Demonstrates initiative and ability to work independently and with a team.
Internal Number: APPC2021
About American Academy of Child and Adolescent Psychiatry
The Mission of the American Academy of Child and Adolescent Psychiatry is to promote the healthy development of children, adolescents, and families through advocacy, education, and research, and to meet the professional needs of child and adolescent psychiatrists throughout their careers.
The Academy is a 501(c)(3) non-profit membership based organization, composed of over 9,500 child and adolescent psychiatrists and other interested physicians. Its members actively research, evaluate, diagnose, and treat psychiatric disorders and pride themselves on giving direction to and responding quickly to new developments in addressing the health care needs of children and their families.