Accounts Payable / Payroll Associate Director

Accounts Payable & Payroll Associate Director

At Planned Parenthood of Greater New York (PPGNY), our greatest strengths are the employees who empower every individual with the information, resources, and care they need to live happy, healthy lives.

Picture yourself here: We are a team of trusted health care providers, educators, and fierce advocates committed to advancing equity and improving health outcomes in communities that face systemic barriers to quality, innovative sexual and reproductive health services -- including birth control, pregnancy testing, emergency contraception, cancer screenings, STI testing and treatment, HIV testing and prevention, transgender hormone therapy, wellness exams, crisis counseling, and financial counseling. PPGNY also proudly provides compassionate, nonjudgmental abortion services.

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.

Essential Duties and Responsibilities Payroll Function (40%)

• 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.

Accounts Payable Function (50%)

• 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.

Other: (10%)

• Perform other related duties as assigned.
• Documentation of key processes.

Required Qualifications

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

Physical Demands

• Requires physical ability to perform site walkthroughs and inspections, as well as prolonged sitting and repetitive tasks including use of a computer. Periodic standing, walking, bending. It may require lifting or moving of up to 15 pounds. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. In addition this role requires the ability to hear and to communicate orally with others. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets, and will require reaching, grasping, pushing and pulling.

Schedule

• Monday - Friday
• Hybrid: This position supports the organization enterprise-wide and may be based out of any of PPGNY New York State office locations, depending on the candidate's proximity and business needs. The role follows a hybrid work schedule, with a combination of in-office and remote work. The selected candidate will be expected to work onsite at the NY location closest to their residence as required (e.g., meetings, collaboration, or operational needs). Primary reporting location will be determined at the time of hire. Hybrid work arrangements are subject to change based on organizational needs and may vary by department.

$130,000 - $140,000 a year

PPGNY's benefits package includes:

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

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY's education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.