Payroll & Accounts Payable Administrator

Staff / Full-Time

Ursuline Academy, Dedham, MA

January 2024 Start

Reporting to the Director of Finance & Business Operations, the role of the Payroll and Accounts Payable Administrator is an integral part of the Business Office, responsible for processing bi-weekly payroll and handling the accounts payable process.  This position requires strong organization, written and verbal communication, problem-solving, and interpersonal skills.  Strong proficiency with Excel and other computerized accounting systems is required (experience with financial applications such as Intacct and FACTS Tuition Management). Highest regard for confidentiality and exemplary ethical standards is necessary, as well as the ability to manage multiple tasks and projects under the pressure of deadlines.

The individual will be able to prioritize among multiple demands and deadlines, will have meticulous attention to detail, and will have a team spirit, strong work ethic, and a good sense of humor. Additionally, the ideal candidate will embrace a willingness to learn about and fully support the mission of the school.


  • Process bi-weekly payroll (ADP)
  • Manage all data within the payroll system
  • Enter approved personnel changes into the payroll system
  • Set up new employee payroll profiles
  • Prepare payroll journal entries and upload them into Intacct
  • Prepare and reconcile the biweekly 401(k) upload
  • Reconcile payroll account to general ledger
  • Review quarterly and annual payroll filings

Human Resources & Benefits

  • Coordinate new hire onboarding, including background checks for new and existing employees
  • Manage annual open enrollment through ADP, including rate setup and employee communication
  • Field questions from employees, working with Ursuline’s benefit account manager as necessary
  • File and manage claims related to worker’s compensation, STD, and LTD policies
  • Responsible for the annual worker’s compensation audit
  • Manage payroll and personnel files
  • Prepare and file the annual HIRD document

Accounts Payable & Purchasing

  • Match invoices to approved purchase orders, coordinate signature approvals
  • Review invoices to ensure accuracy (vendor, coding, pricing)
  • Enter ACH bill payments into Intacct
  • Enter bills approved for payment into Intacct and process weekly check runs
  • File invoices and manage vendor files
  • Review utility bills monthly, notifying Facilities of any issues
  • Reconciling monthly credit card statements, following up with accountholders as necessary
  • Provide purchasing support to the Ursuline community, including research and placing orders
  • Reconcile and distribute petty cash
  • Process and sort mail for the Business Office

Accounts Receivable

  • Prepare remote deposits and post all receipts to Intacct
  • Reconcile deposits to the bank statement
  • Maintain deposit support files


  • Support the Controller during the annual audit, including preparation of schedules
  • Monitor and refill the postage machine
  • Other duties as assigned


Minimum Qualifications

  • Bachelor’s degree from an accredited institution required;
  • A minimum of 5 years of experience processing payroll;
  • All prospective employees must be able to adequately clear a background check

Preferred Qualifications

  • Experience in an independent school or higher education is a plus.
  • Experience with ADP preferred

Ursuline Academy

Dedham, MA
Middle School, High School