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 approval
• Process approved invoices for payment through the organization’s payment platform on a scheduled basis
• Coordinate with the Senior Accountant and Controller to ensure all payments are authorized before execution
• Maintain accurate vendor records including contact information, banking details, and W-9 documentation
• Respond to vendor payment inquiries in a timely and professional manner
• Assist 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 records

Manage 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 breaks

Responsible 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 documentation
• Support the month-end close process by preparing basic journal entry support, coding transactions, and flagging discrepancies for Senior Accountant review
• Maintain organized digital and physical finance files in accordance with the department’s documentation standards
• Assist with the preparation of audit support packages, including pulling invoices, payment records, and supporting documentation from the filing system
• Support 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 requirements
• Maintain the integrity of the payroll data and AP subledger while ensuring all transactions are supported by appropriate documentation
• Flag any discrepancies, payroll errors, unusual invoices, or potential duplicate payments to the Controller and Senior Accountant immediately
• Assist 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 experience
• 1–2 years of accounts payable and payroll processing experience
• Meticulous attention to detail and commitment to accuracy in a high-volume processing environment
• Experience with Blackbaud Financial Edge, QuickBooks, or a comparable accounting system
• Experience with UKG/Kronos or similar payroll and time & attendance system
• Strong organizational skills and ability to manage recurring deadlines
• Proficiency in Microsoft Excel and Word; ability to work with financial data in spreadsheets
• Clear written and verbal communication skills, including the ability to correspond professionally with vendors
• Ability to handle sensitive financial information with discretion and confidentiality

Preferred

Experience managing payroll within union/CBA environments

Experience in a nonprofit or mission-driven organization

Familiarity with accounts payable platforms such as Paymerang or similar payment processing tools

Basic 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.