Payroll/Accounts Payable Specialist

Position Summary

The Payroll/Accounts Payable Specialist is responsible for processing a high-volume of accounts payable and biweekly payroll in a fast-paced nonprofit environment. This role supports a $15M organization serving program participants and managing payments to over 200 landlords, vendors, and service providers. The position ensures timely, accurate, and compliant processing of invoices, payroll, and related reconciliations while supporting strong internal controls and audit readiness.

Core Competencies

The basic skills needed for the position include, but are not limited to the following:

Financial Acumen: Demonstrates strong understanding of accounting principles, financial reporting, and budgeting practices, particularly within nonprofit and housing sectors.

Analytical Thinking: Ability to analyze complex financial data, identify trends, and provide actionable insights to support program and organizational goals.

Attention to Detail: Maintains accuracy and thoroughness in financial documentation, reconciliations, and reporting.

Technical Proficiency: Skilled in accounting software (e.g., QuickBooks) and Microsoft Excel.

Communication Skills: Effectively communicates financial information to both financial and non-financial stakeholders; collaborates with program and administrative teams.

Problem Solving: Proactively identifies issues and develops practical solutions to improve financial processes and ensure compliance.

Ethical Conduct: Upholds integrity and confidentiality in handling sensitive financial information and organizational resources.

Time Management: Manages multiple priorities and deadlines efficiently in a fast-paced, mission-driven environment.

Team Collaboration: Works cooperatively with colleagues across departments to support shared goals and ensure financial transparency.

Key Responsibilities

Accounts Payable

• Process high-volume invoices, including landlord payments, utilities, program vendors, and professional services.
• Review invoices for accuracy, proper coding, approvals, and compliance with grant and contract requirements.
• Manage landlord payment schedules and resolve payment inquiries professionally and timely
• Prepare and process weekly AP payment runs (ACH, checks, wires as applicable)
• Maintain vendor records, including W-9s and ACH setup
• Assist with 1099 preparation and annual reporting
• Reconcile AP subledger to the general ledger and assist with month-end close
• Support documentation and schedules for audits and funder monitoring
• Review ramp credit card transactions for coding and receipt accuracy

Payroll

• Process biweekly payroll for staff in compliance with federal, state, and local regulations within Paycom processing system
• Review, code and download ramp monthly credit expenses for upload in system
• Maintain employee payroll records, including deductions, benefits, garnishments, and tax withholdings
• Coordinate payroll changes related to hires, terminations, salary adjustments, and leave
• Update and maintain allocation worksheet for payroll changes
• Reconcile payroll reports to the general ledger
• Assist with payroll tax filings and year-end reporting (W-2s)
• Respond to employee payroll questions with confidentiality and professionalism

General Finance & Compliance

• Ensure adherence to internal controls and nonprofit accounting standards
• Collaborate with program, HR, and finance staff to resolve discrepancies
• Support grant-related documentation and cost allocation requirements
• Participate in continuous process improvement and system enhancements
• Perform other finance-related duties as assigned

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
• 3 years of accounts payable and payroll experience, preferably in a nonprofit or grant-funded environment
• Experience managing high-volume AP and landlord or housing-related payments strongly preferred
• Knowledge of payroll laws and nonprofit accounting principles
• Proficiency with accounting and payroll systems (e.g., Sage, ADP, Paylocity, Paychex, or similar)
• Strong Excel skills and attention to detail
• Ability to manage deadlines in a high-volume, mission-driven environment
• High level of integrity and ability to handle confidential information

Preferred Experience

• Experience working with grant-funded programs and reimbursement-based contracts
• Familiarity with housing, supportive services, or human services nonprofits
• Experience supporting audits and funder reviews

Work Environment & Competencies

• Detail-oriented with strong organizational skills
• Clear communicator with internal staff and external vendors/landlords
• Solution-oriented and collaborative team member
• Comfortable working within established processes while identifying improvement

Salary : $60,000