Senior Accountant & Payroll Manager

Job Description

Job Description

Senior Staff Accountant & Payroll ManagerGeneral Description

The Senior Staff Accountant & Payroll performs and supports all financial functions—including accounts receivable, accounts payable, payroll, and monthly general ledger reconciliations—as part of the accounting team. This role owns biweekly payroll processing in ADP Workforce Now (WFN) and ensures accurate posting to the general ledger (MIP/Abila) and compliance with federal and state requirements.

Tasks to be Performed

Accounts Receivable / Revenue

• Prepare monthly invoices to the County, HUD, and the Commonwealth of Virginia.

• Maintain A/R records and follow up on collections; resolve billing discrepancies with grantors and partners.

Cash & General Accounting

• Monitor organizational cash and investment balances; prepare cash position reporting.

• Complete bank reconciliations for all accounts and record necessary journal entries.

• Reconcile general ledger and balance sheet accounts monthly; maintain schedules for each balance sheet account.

• Prepare month-end close entries (accruals/deferrals, prepaid schedules, fixed assets, allocations).

Payroll (ADP Workforce Now) — Primary

• Manage end-to-end, biweekly payroll in ADP WFN : timecard imports/approvals, earnings, differentials, retro pay, off-cycle runs, final pay for separations, and pay adjustments.

• Maintain employee payroll master data (hire/rehire, status, pay rate changes, tax withholdings, deductions, direct deposit), ensuring proper documentation and approvals.

• Administer deductions and employer contributions (health/dental/vision, FSA/HSA, 403(b)/401(a) or similar retirement plans) and garnishments ; coordinate with HR/Benefits on eligibility and changes.

• Reconcile payroll registers to the general ledger ; post payroll journal entries and clear payroll liability accounts monthly.

• Ensure accurate tax withholding and filing coordination (federal 941/940, state withholding & unemployment); partner with ADP tax services and resolve tax notices.

• Prepare and validate ADP WFN reports (labor distribution, deduction/contribution audits, PTO/LWOP balances, overtime) for Finance, HR, and program leadership.

• Lead year-end payroll activities (W-2/W-3 review, fringe/GTLI imputed income, ACA data coordination); support 1095-C as needed with HR/benefits vendors.

• Maintain internal payroll controls and SOPs; ensure segregation of duties and audit-ready documentation.

Systems & Integration

• Manage Payroll → MIP/Abila integration: GL mapping, export/import, posting validation, and exception resolution.

• Develop and maintain thorough knowledge of the MIP/Abila accounting system and ADP WFN workflows; recommend process improvements and automations.

Payables / Compliance / Audit

• Serve as liaison with vendors, grantors, and contractors regarding billing questions.

• Assist Accounts Payable staff as needed (invoice coding, approvals, check/EFT runs, 1099 review).

• Oversee preparation of Federal Form 1096 & 1099 as necessary.

• Assist with audit preparation (financial statement, single audit, program/grant audits) and prepare requested schedules and reconciliations.

Collaboration & Other

• Participate in agency-wide staff meetings and other meetings as assigned.

• Prepare and review administrative policies and procedures related to financial matters and payroll.

• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field preferred.

• Minimum seven (7) years of progressive accounting/finance experience, preferably in a nonprofit environment; experience supervising or leading processes/people preferred.

• Hands-on ADP Workforce Now payroll processing experience required (multi-cycle, end-to-end); strong knowledge of payroll compliance, deductions/benefits, and payroll GL reconciliation.

• Demonstrated proficiency with MIP/Abila (or similar nonprofit/fund accounting systems); strong Excel skills (lookups, pivots, reconciliations).

• Substantial knowledge of GAAP and nonprofit accounting (funding restrictions, grants, cost allocations).

• Effective written and interpersonal communication skills; ability to partner with HR, program leadership, and external stakeholders.

• Strong attention to detail, organization, and deadline management; commitment to internal controls and audit readiness.

• Preferred: CPA, CPP, or progress toward credential(s); experience with grant billing to government funders; experience with benefits administration interfaces (retirement, health).

Mission Alignment

Commitment to the mission of New Hope Housing.

ADA Statement

New Hope Housing Inc. will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. Any person in need of accommodation should contact Human Resources directly for assistance.