JOB SUMMARY: Reporting to the Director of Finance & Business Operations, the role of the Payroll and Accounts Payable Administrator is an integral part of the Business Office, responsible for processing bi-weekly payroll and handling the accounts payable process. This position requires strong organization, written and verbal communication, problem-solving, and interpersonal skills. Strong proficiency with Excel and other computerized accounting systems is required (experience with financial applications such as Intacct and FACTS Tuition Management). Highest regard for confidentiality and exemplary ethical standards is necessary, as well as the ability to manage multiple tasks and projects under the pressure of deadlines.
The individual will be able to prioritize among multiple demands and deadlines, will have meticulous attention to detail, and will have a team spirit, strong work ethic, and a good sense of humor. Additionally, the ideal candidate will embrace a willingness to learn about and fully support the mission of the school.
Process bi-weekly payroll (ADP)
Manage all data within the payroll system
Enter approved personnel changes into the payroll system
Set up new employee payroll profiles
Prepare payroll journal entries and upload them into Intacct
Prepare and reconcile the biweekly 401(k) upload
Reconcile payroll account to general ledger
Review quarterly and annual payroll filings
Human Resources & Benefits
Coordinate new hire onboarding, including background checks for new and existing employees
Manage annual open enrollment through ADP, including rate setup and employee communication
Field questions from employees, working with Ursuline’s benefit account manager as necessary
File and manage claims related to worker's compensation, STD, and LTD policies
Responsible for the annual worker’s compensation audit
Manage payroll and personnel files
Prepare and file the annual HIRD document
Accounts Payable & Purchasing
Match invoices to approved purchase orders, coordinate signature approvals
Review invoices to ensure accuracy (vendor, coding, pricing)
Enter ACH bill payments into Intacct
Enter bills approved for payment into Intacct and process weekly check runs
File invoices and manage vendor files
Review utility bills monthly, notifying Facilities of any issues
Reconciling monthly credit card statements, following up with accountholders as necessary
Provide purchasing support to the Ursuline community, including research and placing orders
Reconcile and distribute petty cash
Process and sort mail for the Business Office
Prepare remote deposits and post all receipts to Intacct
Reconcile deposits to the bank statement
Maintain deposit support files
Support the Controller during the annual audit, including preparation of schedules
Monitor and refill the postage machine
Other duties as assigned
Bachelor’s degree from an accredited institution required;
A minimum of 5 years of experience processing payroll;
All prospective employees must be able to adequately clear a background check
Experience in an independent school or higher education is a plus.
Ursuline Academy, an independent Catholic school founded in Boston in 1946, inspires students to grow in faith, explore their academic potential, lead with confidence, and help those in need. In a tradition combining the best of all-girls and Catholic schools, Ursuline students flourish in an environment that encourages them to become women who make a difference: women who build lives of purpose, discovering who they want to be as individuals while discerning who they are meant to be as global citizens.
The values of an Ursuline education were established centuries ago when Saint Angela Merici, a forward-thinking Italian religious educator and foundress of the Order of St. Ursula, dedicated her life to forming a company of young women engaged in bettering their communities. Hundreds of years later, we still believe in a world in which every young woman is empowered and supported to find her voice and be the best she can be for herself and in contribution to the world around her.
The Serviam Shield is the emblem of loyalty known by Ursuline students throughout the world. The cross stands for Faith, the foundation of all Christian action. The seven stars, representing Ursa ...Minor, are a reminder of our patroness, Saint Ursula, and stand for the seven guiding values of our Mission Statement: Soul, Scholarship, Spirituality, Sharing our Light, Sportsmanship, Solidarity and Serviam.
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