Payroll & Billing Specialist

Payroll & Billing Specialist The Payroll & Billing Specialist plays a critical role in supporting the financial health and operational efficiency of our nonprofit organization. This position is responsible for accurate and timely payroll processing for staff and managing billing for grants, programs, and services. The ideal candidate will have a strong understanding of nonprofit financial practices, compliance requirements, and a commitment to our mission. To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Payroll Administration Process payroll for all employees, ensuring compliance with federal, state, and local regulations. Maintain 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 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 documentation as needed. Cross-Functional Support Collaborate with HR on employee onboarding and payroll setup. Work closely with Finance and Program teams to ensure accurate cost allocations and billing. This job has no supervisory responsibilities. To perform the job successfully, an individual should demonstrate the following. Business Ethics - Inspires the trust of others. Keep commitments. Treats people with respect. Upholds organizational values. Works with integrity and ethically. Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity. Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans. Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Education: Associate's or Bachelor's degree in Accounting, Finance, or related field preferred. Experience: 2+ years of payroll and billing experience (non-profit 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. Proficient in Microsoft Excel and other Office applications. Ability to handle confidential information with integrity Knowledge of nonprofit grant billing and compliance requirements. Experience with restricted and unrestricted fund accounting. Strong communication and problem-solving skills. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may will be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and move around for work. The employee must be able to lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Masell Benefits: Medical Dental Vision 401 (k) - immediate eligibility! 401 (k) company matching Paid Time Off (PTO) Paid Holidays Flexible Spending Account Life Insurance (Company Paid) Voluntary Life Insurance (Employee Paid) Employee Assistance Program Employee Wellness Day(s) Professional development opportunities Flexible work schedule and hybrid options (if applicable)

Created: 2026-03-07