Accounting and Payroll Specialist

About the Role

We are seeking an experienced Accounting and Payroll Specialist to support the organization’s day-to-day financial operations, including payroll processing, accounts payable, cash receipts, and expense management.

This role plays a key part in maintaining accurate financial records, supporting strong internal controls, and ensuring compliance with grant and nonprofit accounting requirements. The position also provides operational support for asset tracking, purchasing systems, fleet administration, and general office processes that support organizational effectiveness.

Confidentiality in handling payroll, personnel, and financial information is required.

Key Responsibilities

Accounts Payable \& Expense Management

• Review invoices, reimbursement requests, and credit card transactions for accuracy, approvals, and proper documentation
• Enter invoices and reimbursements into Ramp and allocate expenses to appropriate programs and grants
• Code and allocate credit card transactions, including Amazon Business and other system-imported transactions, in Ramp or QuickBooks Online
• Maintain records of voided checks

Vendor Management

• Serve as primary contact for vendor invoices, payments, and documentation
• Maintain accurate vendor files and supporting records
• Track required vendor Certificates of Insurance

Payroll Administration

• Process biweekly payroll through Paylocity
• Maintain and review employee payroll records, including pay rates, deductions, benefits, tax elections, and leave accruals
• Review payroll changes for accuracy prior to processing
• Prepare payroll and leave accrual reports
• Maintain payroll change logs and supporting documentation
• Respond to and resolve payroll-related employee inquiries

Cash Receipts \& Deposits

• Receive and verify fundraising receipts, perform initial cash count, and complete deposits via check scanning
• Record donations and deposits in QuickBooks from Bloomerang and other sources
• Maintain complete documentation for all cash receipts and deposits

Asset, Inventory \& Procurement

• Support procurement of supplies, equipment, and service contracts for organizational sites
• Assist in obtaining bids for purchases and services
• Identify purchases requiring asset tracking and ensure they are recorded in Asset Tiger
• Maintain accurate asset records, including transfers, location changes, and disposals
• Conduct periodic physical inventory counts and reconcile results to Asset Tiger

Fleet Administration

• Maintain vehicle and driver records in fleet management systems
• Assign and manage fuel cards and toll accounts
• Update insurance documentation in fleet systems

Compliance \& Internal Controls

• Follow established accounting policies and internal control procedures
• Maintain documentation in accordance with record retention requirements
• Support compliance with nonprofit accounting standards and grant requirements
• Monitor outstanding checks and assist with resolution of long-standing items

Administrative Support

• Provide general administrative support including mail distribution, filing, scanning, and document management
• Assist with facility coordination and landlord communication
• Provide initial phone coverage including call triage and routing during a transitional period
• Provide limited support for deliveries and visitor reception as needed

Pay: $25\.48 - $30\.29 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• Accounting: 2 years (Preferred)
• Payroll: 2 years (Preferred)

Work Location: Hybrid remote in North Riverside, IL