Payroll & Billing Specialist
Position Summary
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.
Essential Duties & Responsibilities
To perform this role successfully, the individual must be able to carry out the following responsibilities; other duties may be assigned.
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
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