Temporary Accounts Payable & Payroll Assistant

Position: Temporary A/P and Payroll Assistant Department: Finance FLSA Status: Non-Exempt Location: New York, NY Schedule: Hybrid Hours: 10 am – 6 pm (35 hours per week) Salary Range: $22 – $32 per hour About The Apollo The Apollo is an American cultural treasure. It is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world. Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora. It has also been a catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity. Role Summary The Apollo is looking for an immediate temporary Accounts Payable & Payroll Assistant. This role is a foundational member of the Apollo’s finance team and is responsible for the day-to-day processing of accounts payable and the coordination of the payroll function. The A/P & Payroll Assistant processes payroll and vendor payments accurately and on time, maintains compliant documentation standards, and ensures the finance team has the operational support it needs to manage the general ledger and timely closing of the books in order to keep accurate financial records and properly prepare for board meetings and audits. This role works closely with external vendors and internal departments including leadership, managers, and the People & Culture team. It requires a detail-oriented, organized individual who communicates clearly and takes ownership of recurring deadlines. It is well-suited to someone early in their accounting career who is looking to build a strong foundation across core finance and payroll processes in a mission-driven organization. Responsibilities: Accounts Payable Processing Receive, review, and log vendor invoices; ensure proper documentation and coding before routing for approvalProcess approved invoices for payment through the organization’s payment platform on a scheduled basisCoordinate with the Senior Accountant and Controller to ensure all payments are authorized before executionMaintain accurate vendor records including contact information, banking details, and W-9 documentationRespond to vendor payment inquiries in a timely and professional mannerAssist with vendor onboarding, ensuring tax documentation and banking information are collected and filed Payroll Coordination Ensure payroll is properly processed and appropriately entered in the general ledger to maintain complete, accurate, and compliant financial recordsManage timecard reconciliation by collecting, reviewing, and verifying weekly/biweekly hours for nonunion, union, full-time, part-time, and seasonal/temporary employees using UKG/Kronos time & attendance system and in coordination with our Professional Employer Organization (PEO)Ensuring strict adherence to Collective Bargaining Agreement (CBA) rules for union employees regarding overtime, shift differentials, job classifications, and meal breaksResponsible for data input and allocation by entering hours worked, benefit elections, and other adjustments into the PEO platform, ensuring payroll costs are properly allocated to specific internal tracking codes, departments, work locations, and job codes Conduct a preliminary review of the payroll registers for accuracy before routing it to leadership, the Controller, the Sr. Accountant, and the People & Culture team for final submission approval Accounting Support Assist with monthly bank reconciliation preparation by organizing and filing supporting documentationSupport the month-end close process by preparing basic journal entry support, coding transactions, and flagging discrepancies for Senior Accountant reviewMaintain organized digital and physical finance files in accordance with the department’s documentation standardsAssist with the preparation of audit support packages, including pulling invoices, payment records, and supporting documentation from the filing systemSupport the team with data entry, spreadsheet maintenance, and report preparation as needed Controls and Compliance Follow established internal control procedures for payroll and invoice processing, payment approvals, and documentation while consistently adhering to all authorization requirementsMaintain the integrity of the payroll data and AP subledger while ensuring all transactions are supported by appropriate documentationFlag any discrepancies, payroll errors, unusual invoices, or potential duplicate payments to the Controller and Senior Accountant immediatelyAssist with maintaining the vendor master list and ensure records are current and accurate Qualifications: Required Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field; or equivalent work experience1–2 years of accounts payable and payroll processing experienceMeticulous attention to detail and commitment to accuracy in a high-volume processing environmentExperience with Blackbaud Financial Edge, QuickBooks, or a comparable accounting systemExperience with UKG/Kronos or similar payroll and time & attendance systemStrong organizational skills and ability to manage recurring deadlinesProficiency in Microsoft Excel and Word; ability to work with financial data in spreadsheetsClear written and verbal communication skills, including the ability to correspond professionally with vendorsAbility to handle sensitive financial information with discretion and confidentiality Preferred Experience managing payroll within union/CBA environmentsExperience in a nonprofit or mission-driven organizationFamiliarity with accounts payable platforms such as Paymerang or similar payment processing toolsBasic understanding of fund accounting or restricted grant expenditures Apollo Theater Foundation, Inc. is an equal opportunity employer committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, marital status, familial status, pregnancy, predisposing genetic characteristics, military status, veteran status, domestic violence victim status, arrest or conviction record, or any other characteristic protected by applicable federal, New York State, or New York City law. Powered by JazzHR hZ2rDtCnDP