The Accounts Payable and Payroll Accountant 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:
Process all vendor invoices, credit card statements, and expense reports.
Ensure accurate and timely coding of all invoices and vouchers.
Monitor invoices and payments due and ensure payment in a timely manner.
Using the Great Plains Accounting system process all expenses and ensure accurate reporting within the system.
Track and monitor recurring EFT and ACH payments for timely processing.
Reconcile all payables monthly.
Process weekly checks with appropriate signatures.
Maintain control over all AP systems and process voids according to standards.
Maintain all Accounts Payable files.
On a quarterly basis, prepare, reconcile, and process all electronic dues payments to state Councils.
Process all credit card holder reconciliations and enter for payment into Great Plains.
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.
Monitor account payable trial balances and track and inform directors and vendors of outstanding invoices and payments.
Annually prepare and distribute 1099s within federal guidelines.
Work Human Resources and the Finance Department to ensure semi-monthly payrolls are processed in a timely and accurate manner.
Review electronic time sheets for required approvals and compliance with all AACAP policies.
Coordinate with Human Resources to ensure accurate benefits deductions, tax withholdings, retirement plan deferrals, direct deposits, and other elections.
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.
Maintain accurate payroll records, including payroll registers and manual check log.
Ensure preparation of W-2 statements within ADP and ensure timely distribution.
Track employee leave and comp time accruals and distribute 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 sensitive and privileged personnel information.
General Accounting and Administrative:
Assist with account analysis, research, and reconciliations as needed.
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 help maintain retention of Finance files.
Liaise as needed between departments
Assist with backup to the Front Desk for lunch breaks and scheduled time off.
Provide support as needed to the Director of Finance.
Performs other related duties as assigned or when needed.
High school diploma and post-secondary training. Bachelor’s degree in accounting or finance preferred.
Minimum 3-5 years of experience in an accounting and/or finance office.
Understanding of accounting principles is essential.
Non-Profit experience preferred
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.
Experience with ADP Workforce Now Payroll and Time & Attendance preferred.
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.