Accounting Operations and Administration Manager
This position is responsible for work across these areas: accounts payable, payroll processing, general accounting, and office administration. Essential duties and responsibilities in each area are listed below. This position reports to the Assistant Controller.
At the NAIS (National Association of Independent Schools), we are passionate about education and the work that we do to advance it. We are customer-focused and always strive for excellence. We work collaboratively and value creativity and initiative. We foster empathy, flexibility, and cultural competence. As an integral part of the NAIS (National Association of Independent Schools) staff, this position is expected to serve as an engaged and involved team member, supportive of the varied experiences and perspectives of internal and external colleagues; to support and actively build an office culture dedicated to superior customer service that exceeds customer expectations; and to work within the team and among teams to ensure that decisions are made to further the organization’s goals, particularly the goals of modeling multiculturalism and helping to build inclusive school communities.
Essential duties and responsibilities:
- Manages the full accounts payable cycle.
- Reviewing coding by managers, ensuring AP vouchers are accurate and complete and properly authorized prior to disbursements, releasing files to the bank for disbursement as ACH or checks.
- Manage employee expense reimbursement workflow and approval, ensuring compliance with NAIS policies.
- Prepares and issues 1099/1096 report at the year end.
- Maintain contracts with expense and accounts payable software providers: Concur, PN3.
- Manages bi-monthly payroll process. Collection of time for hourly staff, and input and transmittal of payroll.
- Maintains payroll records and prepares and issues W-2’s at year end.
- Ensures consistent application of payroll practices in conjunction with NAIS policies that reflect compliance with State and Federal labor laws, works closely with the Human Resource department.
- Coordinate with state governments on income tax and state unemployment matters.
- Prepares monthly reconciliations and journal entries related to accounts payable and payroll.
- Assists as needed with daily and monthly financial and accounting functions and year in audit.
- Support the year-end audit preparation related to payables, payroll, and other areas as needed.
- Manage NAIS office and facilities budget. Oversee office-related vendors and contracts (non-computer equipment leases, custodial services, etc.) Serve as point of contact with the property owner, ensure timeline lease payments and monitor office operating expenses.
- Act as NAIS facilities security officer, and act as NAIS liaison with the proprietor in matters related to the security and maintenance of the NAIS office space.
- Monitors organization insurance coverage and manage all claim responses. Responds to insurance related audit request.
- Serves as general office administrative coordinator including maintaining necessary general office and staff. supply inventory. Oversees organizational mailroom functions.
- Manages organizational record keeping and offsite archives.
- Assumes other responsibilities as assigned.
- Five years' progressively responsible experience in either payroll or accounts payable.
- Experience with office administration and record management is a plus, but not required.
- The ability to handle multiple tasks/activities simultaneously while maintaining quality and timeliness.
- Integrity and understanding of the importance of confidentiality and security of sensitive information.
- Consistently attends to details by demonstrating concern for thoroughness and accuracy.
- The ability to work independently while still being an effective, contributing team member.
- Knowledge of ADP systems is preferred, but not required.
- Strong interpersonal communication skills.
- Initiative – Deals with situations and issues proactively and persistently, seizing opportunities that arise.
- Judgement - Exhibits sound judgement and the ability to make reasonable decisions in the absence of direction.
- Conflict competence – Uses cognitive, emotional, and behavioral skills that enhance productive outcomes of conflict, while reducing the likelihood of escalation or harm to improve the quality of relationships, resolutions, and lasting agreements.
- Ensuring accountability – Holds self and others to ambitious standards of accountability and helps to create an infrastructure and culture that supports and measures personal and organizational responsibility and accountability.
- Teamwork and Cultural Competence – Promote cooperation and commitment within the team; seeks input from others, helps others achieve goals and deliverables, and shows consideration for and respect for individual differences. Actively listens, demonstrating an elevated level of empathy, and using effective engagement skills to help create a welcoming environment and establish the appreciation of similarities and differences among cultures.
- Analytical - Synthesizes complex or diverse information; Collects and research data; Uses intuition and experience to complement data.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in team problem solving situations.