General Summary: 

Under the general direction of the Controller, the Payroll & Accounts Payable Accountant directs all payroll and accounts payable activities and functions school-wide to ensure accurate and timely payroll and accounts payable processing. This includes, but is not limited to, administrative duties involving the development and maintenance of payroll and accounts payable systems, internal controls and records, and the day-to-day payroll and accounts payable processing operations and related accounting entries.

Essential Duties:

Payroll

• Coordinates the day-to-day functions of the payroll and benefit functions assuring timely and accurate payroll policies and procedures are followed according to Business Office procedures;
• Serves as a source of information to faculty, staff, and external contacts on established payroll policies and procedures;
• Develops and maintains up-to-date policies and procedures for the payroll and benefit functions in conjunction with the Controller and Director of Human Resources;
• Supervises the payroll process for all W-2 employees and makes all associated entries and adjustments;
• Manages all GL reconciliations related to the payroll process on a monthly or quarterly basis;
• Develops schedules and calendars for processing payroll;
• Keeps informed of governmental and contractual changes that impact the payroll operation and participates in planning and implementation of programs to affect these changes;
• Performs routine and non-routine data retrieval, research, analysis, and reporting from payroll records as requested;
• Reconciles and reports Form 941 on a quarterly basis;
• Reviews and manages annual W2 and 1095 reports; [AB1] and
• Performs other duties as required to assure the smooth operation of the payroll process.

Accounts Payable

• Coordinates the day-to-day functions of the accounts payable functions assuring timely and accurate remittance, in accordance with Business Office policies and procedures;
• Serves as a source of information to faculty, staff, and external contacts on established accounts payable policies and procedures;
• Manages all GL reconciliation related to the accounts payable process on a monthly or quarterly basis;
• Reviews invoices, credit card purchases, and all other forms for appropriate documentation and approval prior to payment and follows-up when necessary to obtain the appropriate documentation to ensure payment is submitted timely;
• Prepares check batches and wires on a weekly basis;
• Reconciles credit card reports to credit card statements on a monthly basis;
• Reviews and manages annual 1099 filings; 
• Develops and maintains up-to-date policies and procedures for the accounts payable functions in conjunction with the Controller and CFOO; and
• Performs other duties as required to assure the smooth operation of the accounts payable process.

Accounting Functions

• Prepare and input journal entries for standard, recurring, and accrual entries;

• Ensure that all general ledger postings, including but not limited to payroll and accounts payable entries, are properly recorded to the general ledger on a timely basis;
• Support completion of processes for month end close schedule;
• Perform reconciliations of balance sheet accounts;
• Perform GL and related information research, respond to inquiries and provide data to appropriate departmental personnel and program counterparts as assigned;
• Perform research, reconciliations and other general and specific tasks as requested and necessary to meet department reporting deadlines;

• Participate in cross-training initiatives within the department. Act as backup for other functions such as student billing and accounts receivable as required;
• Assist in preparation of schedules and reconciliations for the annual financial audit and retirement plan audit;
• Serves as a source of information to faculty, staff, and external contacts on established finance policies and procedures;
• Develops and maintains up-to-date policies and procedures for the accounting functions in conjunction with the Controller;
• Assists the CFOO, Controller, and Director of Human Resources in carrying out the goals and objectives of the Business Office; and
• Performs related duties as assigned.

Education and Experience:

A Bachelor’s degree from an accredited college or university in Accounting or related field; and 3-5 years of payroll/accounting experience; or equivalent combination of education and experience.

 Special Requirements:

• Must be able to complete a background check

 Knowledge, Skills and Abilities:

• Ability and willingness to participate fully in a dynamic day school located in New York City;
• Knowledge of laws and regulations pertaining to payroll function;
• Familiarity with fund accounting and financial analysis;
• Excellent communication skills, both orally and in writing;
• Strong basic mathematical ability, ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations;
• Experience with ADP Workforce Now or similar payroll system;
• Knowledge of spreadsheet and database usage;
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations;
• Ability to multitask, keep calm under pressure and treat everyone with respect;
• Displays curiosity, a positive attitude, flexibility and a good sense of humor; and
• Ability to follow all policies and procedures of the School as written in the employee and parent handbooks.

About Collegiate School

Collegiate is a K-12 independent boys’ school, led by Head of School Bodie Brizendine, located on the Upper West Side of Manhattan. We are a small school of 666 students housed in one building, giving us a unique sense of community and camaraderie. Students travel through 3 divisions, Lower (K-4), Middle (5-8) and Upper (9-12). Our student/teacher ratio is 6:1, with over 76% of our faculty having advanced degrees, allowing for close relationships and excellent, engaging teaching. The total number of school employees includes 160 full time plus 50+ part-time coaches, after school instructors. Our school was founded in 1628. Over the years it has moved around the city, with our last location of over 125 years being at 77th Street and Broadway. We moved into our new facility at 301 Freedom Place South and 61st Street in 2018. Our building, designed and built exclusively for our use, provides students with state-of-the-art classrooms, a 40,000-book library, two gymnasiums, a full theater and a blackbox, along with two outdoor spaces. All our work is driven by our statement of beliefs and our values. We believe that we are at our best when all members of the school community conduct the...mselves with respect, kindness, and integrity. We believe that the traditions and values of this old but not old-fashioned school can inspire boys to develop their individual capacities for personal and academic excellence. We believe that boys learn best when they are members of a diverse and just community that fosters purposeful and spirited engagement, inquiry, and collaboration in academics, athletics, and the arts. We believe that a liberal arts education committed to diligent and discerning scholarship prepares students to be citizens who act with conscience, courage, and compassion. The school’s financial profile includes an annual operating budget (2023) $45M, an endowment of $75M and $5.6M in financial aid being awarded in 2023.

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