Accounts Payable​/Payroll Associate Director

About This Position

The Accounts Payable & Payroll Associate Director oversees biweekly payroll processing and full‑cycle accounts payable to ensure accurate, timely, and compliant financial operations. Duties include reviewing payroll for accuracy, preparing labor and payroll analytics, ensuring proper expense allocation, reconciling 401(k) contributions, and partnering 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.

• Supervises payroll staff.
• Reviews payroll preview biweekly for accuracy once completed by financial clerk/accountant.
• Develops and maintains standard payroll distribution reports, utilizing ADP effectively.
• Prepares payroll and FTE analytics by department and HR title, ensuring proper allocation to departments, programs and locations.
• Creates ADP or other system reports for turnover, overtime, vacant positions, PTO and sick time trends, and high‑paid staff for 990 reporting.
• Prepares payroll journal entries for payroll expense, accrual and PTO accrual for review by controller.
• Reviews temporary support expense reconciliation and analyzes spending versus budget and prior year.
• Works closely with payroll vendor to automate payroll and related accounting processes.
• Reconciles 401(k) contribution and safe harbor matching contributions with Fidelity.
• Performs periodic audits of 401(k) information to ensure compliance.
• Performs continuous process improvement to maximize 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 to maintain general ledger expense accounts and inventory records.
• Updates expense distribution codes for accurate expense allocations.
• Analyzes expense reports and invoices for accuracy and payment eligibility.
• Reconciles accounts payable, accrued expenses and prepaids with the general ledger and supporting documentation.
• Works with material management to monitor open POs and follow up on missing invoices.
• Maintains invoice approval hierarchy within the purchasing/AP system to comply with policy.
• Develops and maintains standard expense reporting, including AP aging, top vendor usage and new vendor reports.
• Prepares cash requirement projections using AP aging and vendor terms.
• Ensures proper recordkeeping of purchases for tax preparation and periodic audits.
• Ensures employer identification numbers or social security numbers are collected from all vendors for 1099 preparation.
• Performs continuous process improvement to limit paper invoices, accelerate approval 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 ability to perform site walkthroughs and inspections, prolonged sitting, repetitive computer tasks, periodic standing, walking, bending, and lifting up to 15 pounds.
• Requires sight and hearing sufficient for frequent computer work, printed reports, and oral communication.
• Routine use of standard office equipment such as computers, phones, photocopiers, and filing cabinets.

• Monday – Friday.
• Hybrid:
  This position may be based out of any PPGNY New York State office location, depending on proximity and business needs. The selected candidate will work onsite at the nearest location as required and will expected to adapt to in‑office and remote work arrangements.

$130,000 – $140,000 a year

• Generous PTO and holiday schedule.
• Medical, dental, and vision coverage options for you and eligible dependents.
• FSA, HSA, and 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.

• 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.