Disbursement Manager- Payroll and Accounts Payable

The New England College of Optometry (NECO) invites applications for the position of Disbursements Manager. Reporting to the Associate Director of Accounting and Payroll Services, this hands-on position will be responsible for the payroll and accounts payable functions for the New England College of Optometry and its affiliate, New England College of Optometry Center for Eye Care.

About the College and Center for Eye Care The New England College of Optometry prepares the next generation of eye care providers, educators, and innovators through a rigorous curriculum and extensive clinical experience. NECO graduates compassionate and skilled optometrists prepared to practice in diverse settings. Located in the heart of Boston, the College is a small, independent graduate institution that currently enrolls students from 34 states and 8 countries.

The NECO Center for Eye Care is the patient care and clinical education affiliate of the New England College of Optometry. It is one of the largest providers of optometric services in Massachusetts with nearly 90,000 annual patient visits at more than 43 locations, including many of Greater Boston’s community health centers.

Position Description

This position will be responsible for the payroll and accounts payable functions within the Business Office at our Beacon Street campus, working closely with the Human Resources department, others within the Business Office, and constituents across the College and clinics.  This position does not have direct reports but will manage the functions and do the hands-on work of accounts payable and payroll. This is a highly visible position, vitally important to the integrity of the College’s payroll and accounts payable functions.

A successful candidate will have depth and breadth in both roles. We are seeking someone with  a high level of knowledge of each function who can roll up their sleeves to handle the  payroll and accounts payable functions to ensure all disbursements are paid in a timely and accurate fashion in accordance with Generally Accepted Accounting Principles (GAAP) and IRS regulations. This position will lead process improvement projects to streamline existing paper-based processes, will provide assistance in implementing internal controls, accounting/reporting procedures, and preparing special reports.  As required, this position will interface with various internal and external auditors.

We are a small organization, with a highly personal, relationship-based culture.  Preserving this culture, while at the same time ensuring that our payroll and accounts payable practices are aligned with institutional policies, federal and state regulations is of utmost importance. This position must stay attuned to changes in technology, and build upon a platform of recognized best practices.   

Key Areas of Responsibility

  • Payroll

The Disbursements Manager will process bi-weekly payrolls for faculty, staff and students, including the collection, review, and maintenance of payroll records such as non-exempt time-sheets and supplemental work agreements. The position  will be responsible for applying proper garnishments, benefits, and taxes consistent with federal and state wage and hour laws, working in conjunction with and using our contracted payroll software vendor Paylocity.  This position will work closely with Human Resource personnel on areas including salaries and benefits, labor allocations, position control, required state and federal reporting and filing, annual benefit plans and workers’ compensation, and will also work closely with the Financial Aid office on student payroll.  Other duties include writing  reports for internal and external use, monitoring current policies and procedures, establishing new policies and procedures as needed, preparing bi-weekly reporting documents, monthly, quarterly, and year-end reconciliations, all while maintaining confidentiality at all times.

  • Accounts Payable

This position will be responsible for the accounts payable cycle from invoice receipt to disbursement settlement, will work closely with College and clinic constituents on areas including invoice control and approvals, expense reporting, credit card management, and student financial aid refunds, will work with the Director of Purchasing and the Controller on fixed assets maintenance, asset tagging and reporting.  Other duties include maintaining vendor files, obtaining and verifying IRS forms such as W-8 and W-9 forms, retaining invoice files, preparing year-end reports, performing reconciliations, reviewing vendor activity and issuing IRS 1099 tax forms, all while maintaining confidentiality at all times.

Qualifications

  • Bachelor’s degree in accounting or business and a minimum of 5 years of experience in a similar position in the payroll and accounts payable functions. 
  • Strong knowledge of federal and state regulations for payroll is required, including Circular E, Publication 15, and other applicable IRS and Commonwealth of Massachusetts regulatory materials.
  • Expertise in the areas of accounts payable and disbursements, IRS regulations regarding 1099 reporting, independent contractor reporting, payments to non-US individuals, etc. is also required. 
  • Strong computer and analytical skills, with a strong attention to detail, and the ability to communicate with all levels within the College and clinics in an effective manner are mandatory for a successful candidate.
  • Prior use of HRIS/Payroll system and centralized A/P database required.
  • Knowledge of Paylocity and Jenzabar preferred.
  • We seek a life-long learner; one who actively seeks to stay updated on changing regulations.

NECO is an Affirmative Action/Equal Opportunity Employer and actively seeks candidates from diverse backgrounds. Salary and benefits are competitive and will depend on experience and qualification.  To apply, submit cover letter, resume and three professional references to HRDepartment@neco.edu .