Payroll Specialist

Overview

The Payroll & Billing Specialist plays a vital role in supporting the financial health and operational effectiveness of our nonprofit organization. This position is responsible for ensuring accurate and timely payroll processing for staff, as well as managing billing for grants, programs, and services. The ideal candidate brings strong attention to detail, knowledge of nonprofit financial practices and compliance, and a genuine commitment to supporting mission-driven work.

Responsibilities

• Payroll Administration
  • Process payroll for all employees in compliance with federal, state, and local regulations
  • Maintain accurate payroll records and resolve discrepancies promptly
  • Manage employee deductions, benefits contributions, and tax withholdings
• Billing & Grant Invoicing
  • Prepare and submit invoices for grants, contracts, and program services in accordance with funding agreements
  • Ensure billing accuracy and timely submission to funders and partners
  • Reconcile billing data with accounting records and resolve discrepancies
  • Assist with grant reporting and provide documentation for audits
• Compliance & Reporting
  • Stay current on payroll laws, nonprofit accounting standards, and grant compliance requirements
  • Prepare monthly, quarterly, and annual financial reports for management and funders
  • Support audits and provide required documentation
• Cross-Functional Support
  • Collaborate with Human Resources on employee onboarding and payroll setup
  • Work closely with Finance and Program teams to ensure accurate cost allocations and billing
• Supervisory Responsibilities
  • This position has no supervisory responsibilities.

Core Competencies

• Business Ethics: Demonstrates integrity, builds trust, keeps commitments, and upholds organizational values
• Communication: Communicates clearly and effectively in both written and verbal formats; keeps stakeholders informed
• Customer Service: Responds promptly to requests, manages sensitive situations professionally, and meets commitments
• Organizational Support: Follows policies and procedures, supports organizational goals, and values diversity and inclusion
• Planning & Organizing: Effectively prioritizes work, manages time efficiently, and develops realistic action plans
• Initiative: Takes ownership of responsibilities, seeks growth opportunities, and proactively offers support

Qualifications

Education

Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred

Experience

• Minimum of 2 years of payroll and billing experience (nonprofit experience strongly preferred)
• Familiarity with payroll systems and nonprofit accounting software (e.g., ADP, Sage Intacct)

Skills

• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Proficiency in Microsoft Excel and other Office applications
• Ability to handle confidential information with integrity

Preferred Attributes

• Knowledge of nonprofit grant billing and compliance requirements
• Experience with restricted and unrestricted fund accounting
• Strong communication, analytical, and problem-solving skills