Payroll and Accounting Specialist

Position: Payroll and Accounting Specialist

Department: Administration

Terms of Employment: Regular Full-Time/Exempt (NYCLU staff is currently working in a hybrid model; a number of in person days will be required).

Location: 125 Broad Street, NY, NY 10004


Salary: $65,000 - $80,000

Application Deadline: Applications will be accepted until the position is filled.

The New York Civil Liberties Union (NYCLU) is one of the nation's leading advocates on behalf of constitutional rights and liberties. Founded in 1951, as the New York affiliate of the American Civil Liberties Union, the NYCLU is a not-for-profit, nonpartisan organization with more than 90,000 members and supporters, and eight offices statewide. We work in the courts, in the legislatures and on the streets to advocate for racial and economic justice, free speech, freedom of religion, privacy and equality before the law for all New Yorkers. For more information, please visit our website: .


DEI VISION STATEMENT

The NYCLU is committed to building an equitable, inclusive, and anti-racist workplace that centers the voices of marginalized and directly impacted communities. This commitment strengthens our mission to protect civil liberties and advance justice across New York. We welcome candidates of all backgrounds to apply, including people of color, women, LGBTQ+ individuals, people with disabilities, formerly incarcerated people, and others whose experiences reflect the diversity of the communities we serve.

SUMMARY DESCRIPTION

The Payroll and Accounting Specialist will oversee and manage the payroll functions of the organization, ensuring pay is processed on time, accurately, and in compliance with current labor laws and company policies. This position will also support revenue, accounts receivable, and cashflow management functions.


ROLES & RESPONSIBILITIES

• Manage end-to-end bi-weekly payroll processing for two entities ensuring accuracy and timeliness, following all applicable federal, state, local and Collective Bargaining Agreement (CBA) regulations.
• Process all payroll changes including new hires, terminations, promotions, FTE changes, PTO accruals, leaves of absence under FMLA or other unpaid leave, banking information, merit increases, benefit deductions, 401(K) and other compensation adjustments.
• Process biweekly 401(K) contributions and payment requests for garnishments, levies, insurance, and pension related items.
• Maintain and develop procedures and protocols to ensure compliance with applicable federal, state, local payroll wage and hour laws, regulations and best practices.
• Identify and recommend updates to payroll systems, policies, and procedures to improve efficiency, scalability and accuracy.
• Maintain updated knowledge of fringe benefits for all employees including those covered by a CBA.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; and participating in professional payroll associations.
• Collaborate with and support Human Resources operations including onboarding new employees, Paylocity training, compliance and employment verifications.
• Maintain and update employee PTO balances in accordance with organization policy.
• Manage and respond to all payroll related audits for worker's compensation, pension and retirement plans.
• Administer annual mass salary increases mandated by current CBAs.
• Monitor adherence to payroll policies and escalate issues as appropriate.
• Act as a frontline resource to staff on questions of payroll policies.
• Manage relationship with department managers to ensure proper time and attendance practices.
• Promptly respond to any payroll-related questions from employees and managers.
• Prepare and post all payroll, salary allocations and annual accrual journal entries to the general ledger.
• Ensure payroll-related general ledger transactions are coded appropriately, and all benefit liability accounts are reconciled monthly.
• Assist with the month-end and year-end close process.
• Provide support in annual budget process.
• Conduct quarterly and year-end 941 reconciliation.
• Liaise with external accountants as needed for tax filings and audits.
• Prepare payroll-related schedules for the annual financial audit.
• Review and file annual W-2, W-2C and W-3 forms.
• Perform other duties as assigned.

QUALIFICATIONS

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field preferred.
• At least three to five years of related experience preferably within a service-related environment or an equivalent combination of education and experience.
• Extensive technical and practical knowledge of payroll processing and reporting, and taxes at the federal, state, and local levels.
• Expertise in the payroll software including Time and Attendance and reporting. Paylocity preferred.
• Knowledge of workers compensation reporting requirements, domestic partnership, pension audits and 401(K) Plan non-discrimination testing.
• Demonstrated ability to manage confidential and sensitive information with professionalism and discretion.
• Nonprofit and Union/CBA experience a plus.
• Solid understanding of GAAP principles, accounting standards and best practices.
• Experience with account reconciliation and cash management a plus.
• Strong analytical and critical thinking skills.
• Ability to pivot and shift to evolving priorities and meet established deadlines.
• Exceptional organizational skills and attention to detail.
• Collaborative and proactive mindset.
• Outstanding communication (written and oral) and strong customer service skills.
• Proficient with Microsoft Office applications.

HOW TO APPLY

Please submit your resume and cover letter that includes your unique qualifications for this position, and where or how you learned of this job posting

If feasible, please submit these materials as a single PDF.

NYCLU is an equal opportunity employer and encourages applications from all qualified individuals regardless of race, sex, gender identity or expression, age, disability, religion, national origin, citizenship, marital status , sexual orientation, veteran status, record of arrest or conviction or any other characteristic protected by applicable law. We are committed to diversity, equity, and inclusion, and having a workforce that reflects the communities that we serve.

NYCLU is committed to providing reasonable accommodation for individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail View email address on click.appcast.io. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.

This position may be eligible for the Public Service Loan Forgiveness (PSLF) Program.