Accounts Payable, Payroll, and HR Coordinator

Marble Collegiate Church is on Fifth Avenue and 29th Street in New York City. An open and affirming community, Marble’s history dates to 1628 and has grown and progressed with New York City to develop a worldwide reputation.

General Summary

The Accounts Payable, Payroll, and HR Coordinator handles day-to-day functions of Accounts Payable, HR and Payroll and acts as a key Finance Team partner for monthly reporting, budget preparation, audit research efforts, and special projects. In addition, the Human Resources and Payroll Assistant Specialist acts as back-up for Accounts Receivable as requested.

The vision for the future of Marble Collegiate Church includes an aligned focus for all ministry areas and Program Groups with the strategic directions that resulted from the 2022 Strategic Planning process. Each staff member at Marble is tasked with working to align their ministry with these strategic directions and build a growth and outreach plan that prioritizes these areas.

Principal Duties and Responsibilities

Human Resources and Payroll

1. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
2. Receives payroll records from departments and prepares and submits payroll (not automatically entered and captured in ADP) to the Central Office.
3. Ensures contractors and employees in the Music Department are paid on the same timeline.
4. Partners with the HR and Payroll Specialist in processing bi-weekly payroll submissions not automatically entered and captured within ADP and
5. Reconciles the monthly Salaries and Benefits Invoice from the Central Office and creates the corresponding Journal entry.
6. Provides leadership for all aspects of the Time Off function in ADP: Assigns policies, trains new staff members, addresses employee questions, enters Music department sick leave earnings, annually updates Long Term sick bank earnings, and enters carryover deadline reductions.
7. Assists the Director with posting jobs, initial outreach to candidates, scheduling of interviews, applicant tracking, communication related to recruitment, and reference checks.
8. Leads new hire onboarding in collaboration with Marble and Central office HR by drafting offer letters from established templates, communicating with new hires, obtaining necessary paperwork, and ensuring completion of all checklist items.
9. Assigns and tracks mandatory and incentivized training within ADP’s Comprehensive Learning and Ministry Safe systems, sending reminders as necessary.
10. Participates in planning of Staff Celebrations and organizes staff gifts, as directed.
11. Maintains online Personnel and Payroll files.
12. Drafts communications, documentation, procedures, and policies, as requested, for review of the Director.
13. Performs other duties and takes on special projects as assigned.

Accounts Payable

1. Reviews all submissions of invoices, payment requests, and bills for appropriate documentation, approval, and categorization (GL Account and department) through the Invoice Due Submission Form, Music contractors via spreadsheet, or other method.
2. Sets up the bill in the accounting system as appropriate for the type of payment (ACH, AvidPay, or physical check) and keeps track of due dates for prompt payment.
3. Initiates payments by ACH, AvidPay, or physical check following correct recording procedures for each.
4. Prepares a spreadsheet of wires and ACH transfers and sends it to the Director of HR and Administrative Manager for Finance for bank submission.
5. Reconciles the Church Credit Card statement, obtaining receipts from staff.
6. Manages day-to-day functions of the AvidXchange portal.
7. Responds to all vendor and employee inquiries regarding invoices and payments; assists with discrepancy reconciliation.
8. Assists the finance team in meeting deadlines, reviewing reports/spreadsheets for accuracy, tracking down documentation, researching discrepancies, scanning, copying, or preparing mailings, as requested.
9. Partners with the Director of HR and Administrative Manager for Finance in preparing, maintaining and sending reports, adjusts/corrects account categorizations, as requested, and reviews spreadsheets and reports for accuracy.
10. Provides back-up, as requested, for Accounts Receivable and cross-trains in anticipation of this need.
11. Assist Receivables Specialist with the offering count one to two times per month according to a schedule developed collaboratively among the Finance Team.
12. Maintains orderly records online (and in person when applicable).

Specific Knowledge, Skills, Abilities, and Expectations

1. Excellent verbal, written, and quantitative skills.
2. Strong professional writing ability.
3. Experience with both HR and Finance.
4. Proficiency with technology, PC based systems, and the MS Office Suite. We use Outlook for email. Ideally, the employee has experience with HRIS systems (currently ADP), accounting systems (currently NetSuite), and Member Databases (currently Realm), a plus.
5. Versatility, flexibility, and a willingness to work enthusiastically with changing priorities.
6. Strong interpersonal skills with a gracious, non-reactive, and calm presence.
7. Ability to understand and follow written and verbal instructions.
8. Deals effectively with a diversity of individuals at all organizational levels.
9. Works well independently and as a member of a team
10. Self-starter who can meet deadlines that are established for various tasks.
11. Ability to prioritize multiple tasks.

Schedule and Logistics

The Accounts Payable, Payroll, and HR Coordinator is a hybrid onsite/remote position of 1 to 2 days onsite each week. The specific days and hours are flexible as approved in advance by the supervisor based on the needs of the larger department. Staff members are encouraged to plan ahead and keep communication lines open for a healthy work/life balance. Currently, the staff has a hybrid onsite and remote work model without designated offices. However, workspaces are available during the week as needed.

Reports to: Director of HR and Administrative Manager for Finance

Generous benefit package including medical, dental, vision, 401(k) match, vacation, sick leave, and personal leave. We also have a wide variety of volutary benefit options.

Strong written and verbal communication in English