Payroll & Accounting Specialist (Hybrid)

PSS; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

PSS in New York City is seeking a Payroll & Accounting Specialist to support the Finance Department. This full-time, non-exempt role handles payroll processing, benefits allocations, and various accounting tasks to ensure accurate financial records and regulatory compliance.

You will work closely with HR and program staff to verify timesheets, maintain PTO balances, and process invoices. A bachelor’s degree in accounting and strong Excel/QuickBooks skills are preferred.

Qualifications

• Bachelor’s degree in accounting strongly preferred.
• Excellent interpersonal and organizational skills.
• Strong computer skills, Excel, Word, Outlook and knowledge of QuickBooks preferred.
• Knowledge of maintaining files.
• Excellent communication skills (written and oral).

Responsibilities

• Payroll Administration: Collect, review, and verify employee timesheets with supporting documentation; record hours, PTOs, and payroll deductions in Excel; communicate with staff on discrepancies; track PTO balances; ensure proper wage calculations and tax withholdings; maintain payroll records per regulations; allocate benefit invoices (health, dental, life, disability, 403(b)).
• Accounting & Financial Operations: Perform monthly credit card reconciliations; review and record invoices; manage FedEx account; process catering invoices; assist with PO tracking and documentation; ensure financial transactions are recorded and supported.
• Collaboration & Compliance: Work with HR to maintain accurate employee records; enforce internal controls and policies; support audits with organized payroll and financial documentation.

Skills

Interpersonal skills

Organizational skills

Communication skills

Education

Bachelor's degree in accounting

Tools

Excel

Word

Outlook

QuickBooks

Job description

Make a difference in the lives of New York City’s older adults, their families and the community. For over 60 years PSS has performed vital and important work – through its ten senior centers, two apartment buildings and affiliated programs, the agency touches the lives of over 1,000 people a day. As the Payroll & Accounting Specialist for the PSS Finance Department, you will be responsible for completing various administrative and accounting functions for the department. The Payroll & Accounting Specialist role is vital in ensuring that there is efficient and timely completion of these duties to maximize the capacity and impact of each program in the community.

This is a full-time non-exempt position that reports directly to the Finance Director.

Key Responsibilities

Payroll Administration

• Collect, review, and verify employee timesheets for completeness and accuracy along with supporting documentation
• Record hours, PTOs, and payroll deductions in Excel Spreadsheet
• Communicate with program staff regarding timesheet discrepancies, errors, or PTO questions
• Track and maintain PTO balances for all staff
• Ensure proper calculation of wages, overtime, deductions, and tax withholdings are reflected in Excel Payroll spreadsheet
• Maintain payroll records in compliance with federal, state, and local regulations
• Allocate benefit-related invoices to appropriate programs or cost centers for employee benefits including:
• Health insurance
• Dental and Vision insurance
• Life insurance
• Short-term and long-term disability
• 403(b) Monthly Contributions
• Coordinate with HR to ensure accurate employee data and benefit enrollment

Accounting & Financial Operations

• Perform monthly credit card reconciliations and ensure proper documentation of expenses
• Review and record selected invoices for the organization.
• Manage the agency’s FedEx account, including tracking and processing expedited payment shipments
• Create and process catering invoices for program-related activities
• Assist with general accounting tasks, including PO tracking and documentation
• Ensure financial transactions are properly recorded and supported

Collaboration & Compliance

• Work closely with HR to maintain accurate employee records and updates
• Ensure adherence to internal controls and organizational policies
• Support audits by maintaining organized and accurate payroll and financial documentation

Qualifications and Experience:

• Bachelor’s degree in accounting strongly preferred
• Excellent Interpersonal and Organizational Skills
• Strong computer skills, Excel, Word, Outlook and knowledge of QuickBooks, preferred
• Knowledge of maintaining files
• Excellent communication skills (written and oral)

Professionalism and other qualities:

• Ability to work well independently and on a team.
• Detailed oriented.
• Maturity and good judgment in relating to peers, partners, and families.
• Ability to work with people from diverse backgrounds.
• Availability, dependability, and willingness to be flexible.
• Demonstrated ability to solve problems and think strategically.

EEOC AND DEI STATEMENT:
At PSS we are committed to providing equal employment opportunities to all employees and applicants for employment regardless of race, color, religion, sex, national origin, age, disability, or any other legally protected status. We value diversity and strive to create an inclusive and respectful workplace where all individuals are welcomed, supported, and given the opportunity to thrive.
EOE M/F/D/V