Accounting and Payroll Assistant

Duties and Responsibilities:

  1. Accounts payable duties, including:
    1. Manage accounts payable through online approval system
      1. Understand and be able to troubleshoot payables system
      2. Route payables through system as needed
      3. Understand and be able to troubleshoot editorial payment system on the “Hub”
      4. Edit and create templates in system as needed
      5. Answer internal queries regarding payments and vendors
    2. Cut and send payments weekly
      1. Includes all types of payments, such as checks, wires, EFT, etc.
      2. Includes Positive Pay file preparation and sending
    3. Vendor maintenance
      1. Answer queries from vendors
      2. Complete and manage credit applications
      3. Maintain payment records
    4. Cut and send all other payments, such as royalties and property payments, as needed
    5. Manage credit card usage, including collecting receipts
    6. Perform voiding and other payment maintenance
    7. Manage 1099 process
      1. Generate all 1099 forms
      2. Maintain 1099/W-9 records
      3. Request W-9 information from vendors
    8. Manage A/P files and other records as needed
  2. Process payroll biweekly
    1. Master current payroll system
    2. Understand and follow procedures for proper and confidential bi-weekly payroll processing
    3. Commitment to reliability and team approach to payroll processing
    4. Support HR with related research per employee inquiries
    5. Support HR Director with financial related tasks and research
  3. Process and send commission reports monthly (use of datamart and reporting, excel)
    1. Gain understanding of current and ongoing sales rep management
    2. Pull sales and prepare manual statements at end of each month
    3. Request approval and process commissions payments
    4. Send reports and payments to sales reps
    5. Reply to inquiries from sales representative and internal staff
  4. Process and send monthly distribution reporting (use of datamart and excel)
    1. Gain understanding of Lerner Publisher Services current business and reporting
    2. Prepare remittance reports prior to internal audit
  5. Rights and royalties support – payables and receivables
    1. Gain understanding of the contracts, rights and royalties software
    2. Revenue recognition of rights revenue from licensing agreements
    3. Provide administrative support and process payments for royalties payments twice per year
    4. Ongoing record keeping for changes to contributor addresses, etc., relating to payments information
  6. Accounts receivable duties, including:
    1. Deposit funds to the bank
    2. Process deposits to customer accounts, as needed
    3. Assist with other AR duties as determined by immediate supervisor or AR Specialist
  7. Perform other related business duties assigned by immediate supervisor and/or other management as required.

Experience and Necessary Skills: Prior accounting experience and education or equivalent experience, strong organizational and interpersonal skills, ability to prioritize, efficiency, conscientiousness, and high level of accuracy required. Minimum 1 year Microsoft Excel experience.

Education: Associates degree in Accounting or equivalent experience

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