The Accounting and Payroll Supervisor is a full-time management position responsible for the supervision of the accounting team to ensure accuracy and compliance in a growth change business environment including oversight of accounts payable, donation/income administration and payroll processing. The Accounting and Payroll Supervisor is responsible for grant administration, reporting, audit compliance, and other miscellaneous duties assigned by the COO. All duties are to be performed in a manner that reflects professionalism, accountability, compliance with funding requirements, adaptability, and high attention to detail. This position performs duties in accordance with Welcome House Core Values, including: Compassion, Advocacy, Integrity, Quality, Leadership and Community.
PRINCIPAL DUTIES & RESPONSIBILITIES
1. Accounts Payable Oversight
• Review/Approve AP processing by accounting team and provide oversight regarding discrepancies, new vendor management and year end 1099 processing.
• Review invoices and check requests and obtain needed receipts and documentation.
• Maintains all spending records in accordance with the procurement policy and allocates accurately all receipts and disbursement to the appropriate accounts.
• Review and approve recurring operational invoices.
• Resolve invoice discrepancies.
• Process approved check runs.
• Process manual checks as needed.
• Set up new vendors as needed.
• Process and distribute 1099’s at year end
2. Donation/Income Administration
• Oversight of preparation and bank deposits
• Prepare and reconcile monthly ACH grant deposits
• Review and import Raiser’s Edge batches into Financial Edge general ledger and reconcile at year end for audit purposes.
3. Program/Grant
• Prepare monthly Grant Wage reports.
• Prepares monthly grants for reimbursement by KHC and HUD and submits draws.
• Reviews grants that are prepared by other members of Accounting team for compliance.
• Prepares monthly Accounts Receivable invoices and monitors cash flow.
• Review and respond to Grant/Funder audit requests of billing submissions
4. Payroll
• Oversees Payroll including integration with T&A Tracking, Paycor system upgrades and year-end planning.
• Responsible for data integrity between monthly vendor benefits invoicing and employee payroll deductions, as well as agency PTO balances and reporting.
• Back up to input and process Payroll on bi-weekly basis.
• Back up and review of updates in Paycor system: new hires, benefit and status changes.
5. Reporting/Audit Compliance
• Oversight of weekly cash requirement and deposit summary reports as well as monitor overall cash flow.
• Month end activities.
• Oversight of monthly project based financial reports to management team.
• Prepare various audit reports: invoice, cash receipts, and voided check.
• Oversight of monthly payee file audits.
• Oversight of 1099 audit.
• Run Agency Background checks and escalates any findings as appropriate.
• Participate in annual financial audit
6. Administration
• In the absence of VP of HR, serve as point-of-contact for HR related duties.
• Lead and supervise people and workflows in the Accounting Department
• Track performance evaluations and follow up with supervisors regarding due dates.
• Oversight of system for all financial documents.
7. Other duties as specified by the Chief Operating Officer.
QUALIFICATIONS:
Education
• Bachelor’s degree required or equivalent.
Experience
• 3 – 5 years related work experience.
• 1 – 6 years and above overall professional experience.
• Knowledge and skills acquired through previous work experience in general accounting procedures, bookkeeping, accounts payable/receivable, business administration, and human resources.
Skills/Specialized Knowledge/Abilities
• Calm, organized, patient, diplomatic, and confident demeanor in working with staff.
• Proficient in data entry and data management.
• Knowledge and experience with Financial Edge software preferred.
• Proficiency with Microsoft Office applications, including Word, Outlook, and Excel.
• Ability to maintain the highest level of confidentiality regarding financial information.
• Ability to communicate both verbally and in writing to a wide range of audiences, including staff, volunteers, donors, service professionals, and external vendors.
• Ability to work collaboratively with internal and external partners.
• Ability to problem solve and work independently.
• Ability to handle a number of tasks simultaneously.
• Ability to analyze, develop, and execute
• Confidence in decision making
• Deadline oriented
• Adaptability
Key Performance Indicators
• Understands agency vision/mission and how to achieve agency goals
• Increase knowledge of agency
• Progression to working independently
• Takes advantage of training opportunities
• Meets departmental compliance requirements with supervision
• Ability to complete tasks with little to no supervision
• Progression on taking initiative on expressing ideas/thoughts
• Demonstrates leadership and professionalism
• Meets departmental compliance requirements with very limited supervision
• Takes on leadership roles/staff support
• Proactive regarding ideas, tasks, issues, and overall job
• Takes on leadership role in departmental and cross-functional compliance
WORKING CONDITIONS:
Working Hours/Environment
• Work typically performed in an indoor, 3-floor office building
Tools and Equipment Used
• Personal computer, copier, fax/scanner, phone, and other typical office equipment
Travel
• Minimal-less than 5% of the time
Physical and Mental Demands
• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move between 3 floors
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret
Minimal lifting up to 50 pounds: office supplies
Interested parties should submit a cover letter and resume via e-mail to: humanresources@welcomehouseky.org
Welcome House is an equal opportunity employer. Employment selection and related decisions are made without regard to gender, race, age, disability, religion, national origin, color, gender identity, sexual orientation, veteran status or any other protected class.