Accounts Payable​/Payroll Associate Director

About the Role

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.

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.

• Supervises payroll staff.
• Reviews payroll preview biweekly for accuracy.
• Develops and maintains standard payroll distribution reports, utilizing ADP effectively.
• Prepares payroll and FTE analytics by department and HR title.
• Develops ADP reports for turnover, overtime, vacant positions, PTO trends, and 990 reporting.
• Prepares payroll journal entries for expense, accrual, and PTO accrual.
• Reviews temporary support expense reconciliation and analyzes spending.
• Works closely with the payroll vendor to automate processes.
• Reconciles 401K contribution and safe harbor matching contributions with Fidelity.
• Performs periodic audits of 401K information to ensure compliance.
• Performs continuous process improvement to ensure maximum use of ADP functionality.

• Supervises AP staff.
• Monitors adherence to vendor payment terms.
• Reviews all contracts to ensure invoices are consistent with contractual arrangements.
• Develops guidelines for proper handling and coding of invoices.
• Updates expense distribution codes for accurate allocations.
• Analyzes expense reports and invoices for accuracy and eligibility.
• Reconciles accounts payable, accrued expenses, and prepaids to the general ledger.
• Works collaboratively with the material management group to monitor open POs.
• Maintains invoice approval hierarchy within the purchasing/AP system.
• Develops and maintains standard expense reporting, including AP aging and vendor reports.
• Prepares cash requirement projections.
• Ensures proper recordkeeping for tax preparation and audits.
• Ensures vendor documentation for 1099s is collected.
• Performs continuous process improvement to limit paper invoices and enhance system utilization.

• Performs other related duties as assigned.
• Documents key processes.

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

Requires physical ability to perform site walkthroughs, prolonged sitting, and repetitive tasks including computer use. Periodic standing, walking, and bending. May require lifting up to 15 pounds. Visual acuity for computer work and report review. Ability to hear and communicate orally. Routine use of standard office equipment.

• Monday - Friday
• Hybrid:
  Supports the organization enterprise‑wide. Based out of any PPGNY New York State office location depending on proximity and business needs.

• Generous PTO and holiday schedule
• Medical, dental and vision coverage options
• 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 and Covid-19) and testing for tuberculosis.

PPGNY is committed to diversity, equity, and inclusion. We encourage candidates from all backgrounds to apply.