Sr. Staff Accountant

This position is responsible for timely, accurate processing, recording and analysis, of all payroll activities, general ledger activities, automated accounts receivable activities, monthly reporting requirements, and will serve as backup for AP functions, under the right setting of segregation of duties. Further, this role will include the assignment of special projects and ad hoc assignments to support the Accounting Supervisor at NEA Member Benefits (NEA MB).

Responsibilities at a high level include but are not limited to:

• NEA MB/PSC payroll function, including developing, enhancing, communicating, and implementing payroll policies and procedures.
• Coordination between payroll, accounting/ finance and the human resources department concerning payroll and general ledger matters

• Compliance with the NEASO/ MB contract bargaining requirements
• Support financial audit requirements to be prepared in time, complete and accurate

• Manges the NEA Member Benefits automated Accounts Receivable function and its integration into NetSuite / General Ledger

• Annual Budget preparation support, including various analysis
• Responsible for the NEA Member Benefits Relief Fund monthly accounting

• As such, the individual will have knowledge of, administrative experience with and adhere to:
  1. Federal and State payroll laws and regulations
  2. US-GAAP Accounting Standards
  3. ADP/ HRIS
  4. Report Smith
  5. NEA MB Collective Bargaining Agreement
  6. NetSuite

SPECIFIC DUTIES AND RESPONSIBILITIES

Payroll

Position administers all facets of MB/PSC’s payroll function; will keep informed on ADP software, identify needed modifications to the payroll system; assist management and IT staff in implementing system improvements. Keep informed on laws and regulations affecting payroll issues; interpret and recommend changes. Position will administer NEA MB multi-company, multi-state, multiple pay frequencies payroll process; prepare corresponding payroll records and reports, and the related monthly, quarterly, and annual governmental payroll filings in accordance with applicable laws, codes, statutes, rules, regulations, and labor agreements.

• Recommends changes in methods or procedures to improve the efficiency of payroll; assist in development of policies and procedures related to payroll functions.
• Identifies needed or desired modifications to the payroll system and methods. Acts as liaison with ADP, accounting/finance, and IT units to implement system improvements.
• Identifies State Department of Labor, Workers Compensation, and Tax Identification requirements, obtains and files appropriate forms, and maintains records.
• Monitors compliance with various governmental entities; Reconciles quarterly payroll activity and reviews quarterly federal and state tax filings; files with appropriate government agency on a timely basis. Reconciles annual W-2 data to payroll system, and to general ledger.
• Maintains intimate knowledge of financial reporting capabilities of various automated systems, including the ADP/HRIS, Report Smith, and NetSuite. Uses this knowledge to develop methodologies for obtaining data for requested management reporting, governmental compliance, collective bargaining, and annual financial audit needs.

• Payroll Administration includes but is not limited to:
  • Receives and audits employee timesheets and other payroll records ensuring compliance with company policies, procedures, labor agreement, and legal requirements.
  • Accurately inputs payroll information and necessary changes into automated payroll system. Reconciles the resulting payroll data with input data.
  • Ensure proper pay rates and individual payroll changes are received and enter them into the system to ensure the accuracy of individual paychecks.
  • Process corrections and make adjustments as needed. Process and calculate a variety of payroll actions including wage garnishments, benefits withholding, overtime calculation, sales commission, and calculation for other taxable benefits.

• Maintain currency of automated and manual payroll records on individual salaries and benefits as needed to accurately process and record pay and deductions.
• Prepares bi-weekly and year end journal entries to record payroll activity to general ledger and submits to Controller for review.
• Prepares reports and forwards payments of benefit deductions to appropriate agencies and vendors.
• Interpret and explain payroll rules and regulations; answer questions and resolve problems.
• Calculates salaries allocation and taxable benefit fringes amounts for month and year-end tax filings. Verifies accuracy of year-end tax reports generated by the payroll company.
  • Responsible for payroll related vendors’ accounts payable functions.
    • Serves as Administrator for ADP IPAY accounts, assists employees with setting up their individual ADP IPAY accounts, and is responsible for resetting passwords when necessary.

• Cash receipts processing including bank deposits of incoming checks, post cash deposits, credit card payments, and other electronic receipts to the general ledger.
• Maintain cash receipts log for incoming checks and the supporting documentation for incoming receipts.
• Work with the Senior Financial Accountant to reconcile any discrepancies in applying payments to customer invoices.

• Enters financial data and transactions into the ledger with appropriate supporting documentation.

• Performs all aspects of full-cycle month-end, quarter-end, and year-end closing entries into company’s accounting ledger.
• Performs financial analyses, research, reconciliations, or other related duties as assigned, to ensure compliance with Generally Accepted Accounting Principles.
• Maintains key general ledger accounts, to include analysis and reconciliation to vendor or other records and determining whether financial transactions are correctly classified.
• Performs special projects related to payroll in support of contract negotiations and the budget and financial reporting process.
• Compiles data for census reports for MB and in support of NEA census reporting, including those for the Fair Labor Standards Act and for MB Defined Benefits annual valuation.

• Compiles statistical and payroll data for Worker’s Comp insurance carrier audit.

• Assists in compiling and analyzing financial information for the Accounting Supervisor’s and Controller's use in advising Department and Program Managers about the financial status of their respective areas.

• Calculates the amount of compensation to be paid to State Associations under Product Line Support Agreements. This entails the compilation and review of data from suppliers, the NEA database, and the Affiliate Relations Department. Provides specialized information to the Affiliate Relations Manager regarding calculations under various options and assumptions, to aid in negotiation of Support Agreements

• Generate monthly sales invoices for PSC advertising sales
• Monthly analysis of Accounts Receivable balances for PSC advertising sales.
• Serves as backup for the Accounts Payable team.
• Assists in project implementation of new procedures to enhance the workflow of the department.
• Contributes to annual budget process; input budget data into accounting system, update budget schedules, perform analysis as assigned.
• Contributes to semi-annual projection process; input projection data into accounting system and perform analysis as assigned.

• Responsible for NEA Member Benefits Relief Fund operation and accounting procedures: accounts payable, accounts receivable, journal entries, and reports, as needed.
• Participates in development and maintenance of company and department internal control procedures as designated by the Controller.
• Prepares bank deposit slips and delivers deposits to the bank.
• Responsible for maintaining the company petty cash and related reporting.
• Conducts payroll presentation for new employee orientation.

Performs other finance-related ad hoc assignments as may be required

KNOWLEDGE AND EXPERIENCE REQUIRED

• Bachelor’s degree in accounting or related field or 5-7 years’ experience in a corporate computerized

accounting environment. Three plus years performing all payroll functions, with ADP experience.

• Exercise discretion in discussing financial transactions processed or encountered.

• Excellent problem solving /judgment skills and a high level of attention to detail and accuracy.

• Advance general ledger accounting analysis is essential.

• Must be able to communicate effectively and in a constructive manner with management, peers and coworkers.

• Accurate data entry skills

• Intermediate to advanced computer skills in Microsoft Office Suite, to include demonstrated proficiency in Microsoft Excel.

• Proficient in planning, organizing and managing multiple tasks and deadlines.

• Aptitude to gain proficiency with multiple company accounting systems.