Payroll/Accounts Payable Specialist

Job DetailsJob Location: 2501 W WASHINGTON BOULEVARD - CHICAGO, IL 60612Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $60,000.00 - $60,000.00 SalaryTravel Percentage: NegligibleJob Shift: DayJob Category: AccountingPosition 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

QualificationsQualifications


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