Bookkeeper and Payroll Specialist

Title: Bookkeeper & Payroll Specialist Reports to: Executive Director Position Type: Independent Contractor Last Updated: October 2026 SUMMARYThe Bookkeeper & Payroll Specialist supports the organization’s day-to-day financial operations by maintaining accurate accounting records, processing payroll for employees, administering payments to independent contractors, and completing reconciliations and financial reporting. This role helps ensure that transactions are recorded accurately and on time, payroll and contractor payments are processed in accordance with applicable requirements, and financial records are organized, confidential, and ready for management review and audit. The successful candidate is detail-oriented, dependable, comfortable working independently, and able to support a small nonprofit organization.. This is a 1099 contractor grant funded position through March 31, 2027 with possibility for extension at that time. Occasional in person meetings will be required. Washington DC metro area ONLY. ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following: Bookkeeping, Accounting, Financial Support Apply knowledge of GAAP to complete monthly bookkeeping services Track and record financial transactions for non-profit organization in Quickbooks Reconcile bank and credit card statements on a monthly basis in Quickbooks Provide monthly financial statements Identify and troubleshooting transaction issues in Quickbooks Track revenue, expenditures and payments for federal, state, and local grants using unique program and customer codes in Quickbooks Assist with internal and external financial reviews and audits, Assist with reconciling grant funder expenses to funder invoices/disbursements and reports. Support quarterly reporting to grant funders. Payroll Processing and Administration Process accurate and timely payroll for employees in accordance with the established pay schedule. Review timecards, hours worked, overtime where applicable, paid time off, sick leave, and other authorized adjustments before payroll submission. Calculate and review wages, deductions, reimbursements, and other payroll items; resolve discrepancies in coordination with management. Maintain confidential employee payroll records and support onboarding or changes to payroll information. Coordinate payroll tax withholding, filings, deposits, and year-end reporting, either directly or through the payroll provider, as assigned. Support preparation and distribution of employee tax forms, including W-2s, and respond to routine payroll questions. Assist with improving timekeeping procedures, payroll documentation, and written payroll policies. Independent Contractor Payments and Tax Documentation Process and record contractor invoices and payments accurately and on time. Maintain contractor records, including completed Forms W-9 and payment documentation. Track contractor payments and assist with preparation and issuance of Forms 1099, as applicable. Ensure Federal and State tax filings are accurate, complete, and submitted on time. Flag worker-classification or tax-documentation questions for management or the organization’s tax professional. Systems, Compliance, and Confidentiality Use QuickBooks to maintain accounting records and support financial workflows; assist with system improvements or migration if needed. Use payroll software to process payroll and maintain related records; experience with Gusto is a plus. Protect confidential financial, payroll, employee, and contractor information and follow appropriate access and record-retention practices. Follow applicable accounting procedures and support compliance with relevant federal, state, and local payroll and tax requirements. Communicate promptly with management about missing documentation, unusual transactions, deadlines, or potential errors. Provide general administrative support to the finance function as needed. REQUIRED QUALIFICATIONS At least 2 years of relevant bookkeeping, accounting support, and/or payroll processing experience; experience handling both functions is strongly preferred. Required: hands-on experience using QuickBooks for bookkeeping and financial recordkeeping. Working knowledge of basic accounting principles, account reconciliations, transaction coding, and maintaining supporting documentation. Working knowledge of payroll processing, payroll records, deductions, and applicable tax and reporting requirements. Proficiency with Microsoft Excel or Google Sheets and common office productivity tools. Strong attention to detail, accuracy, organization, and follow-through. Ability to manage deadlines, protect sensitive information, and work independently in a remote environment. Clear written and verbal communication skills and the ability to explain and resolve routine discrepancies. PREFERRED QUALIFICATIONS Experience with nonprofit accounting and bookkeeping from multiple fund sources including federal grants and restricted funds. Associate’s or bachelor’s degree in accounting, finance, business administration, or a related field. Certified Public Accountant (CPA) credential preferred. Experience with Gusto or a similar payroll system is a plus. Experience preparing year-end payroll documentation, Forms W-2 and 1099, and coordinating with an external accountant or tax professional. Familiarity with payroll and bookkeeping workflows for small organizations. ESSENTIAL ABILITIES AND QUALIFICATIONS The requirements listed below are representative of the knowledge, skills, and abilities required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Commitment to Mission: Genuine alignment with the organization’s mission to make healthy lifestyle choices accessible, affordable, educational, and fun using biblical principles. Attention to Detail: High level of accuracy in data entry and payroll processing Confidentiality: Ability to handle sensitive employee and contractor financial information with discretion Time Management: Ability to meet strict deadlines and manage multiple priorities Problem-Solving: Strong analytical skills to identify and resolve discrepancies Communication Skills: Clear and professional written and verbal communication Organizational Skills: Strong ability to maintain accurate records and documentation Technology Proficiency: Proficiency in payroll and accounting systems, Excel, and Google Workspace Adaptability: Ability to work independently and adapt in a small, fast-paced nonprofit environment WORK ENVIRONMENT AND PHYSICAL DEMANDS Ability to sit or stand for extended periods and lift up to 20 lbs occasionally. This is a remote independent contractor position. The position is expected to maintain a productive and professional remote work environment and have reliable internet access. Occasional in person meetings may be required