Bookkeeping and Payroll Specialist

Location: Remote: Pacific Standard Time Preferred

Schedule: 8\-hour shift, Monday\-Friday

Who We Are:

The Asher House is a registered non\-profit sanctuary in Salem, Oregon. We rescue animals that have been discarded or unwanted, providing them with a life of comfort, love and adventure. For over two years, our Founder, Lee Asher, traveled across 49 states to promote dog adoption and spotlight various shelters and rescues. After his Pitbull Stella passed away, Lee was determined to fulfill his lifelong dream of creating a sanctuary, where animals could feel treasured, protected, and free. In late 2020, Lee discovered a large parcel of property which was the perfect setting to turn his vision into a reality! We are here to help people have better days and get animals adopted. The Asher House is on a mission to make the world a better place, one rescue animal at a time!

Position Summary

The Bookkeeping and Payroll Specialist provides administrative and clerical support to the finance and payroll functions of the organization. This position supports the Accounting Manager and Human Resources Manager in routine financial and payroll operations. The Bookkeeping and Payroll Specialist will help maintain accuracy, organization, and compliance by maintaining accounting records, supporting payroll processing, monitoring expense reporting systems, and helping ensure that financial and tax\-related documentation is organized and compliant with nonprofit policies and regulatory requirements.

Bookkeeping \& Accounting Support

• Record and maintain daily financial transactions within the organization’s accounting system.
• Support accounts payable processes, including preparing and reviewing invoices for payment and maintaining vendor records.
• Monitor the organization’s expense reporting system by reviewing submitted expense reports for accuracy, completeness, and compliance with company policies.
• Provide basic support to employees using the expense reporting system and follow up on missing receipts or documentation.
• Reconcile financial transactions with supporting documentation to ensure accuracy.
• Assist with the preparation of financial reports, summaries, and other documentation as requested by finance leadership.
• Provide support to the Accounting Manager during month\-end and year\-end close processes.
• Assist in maintaining tax compliance records, registrations, and related documentation (e.g., state registrations, employer tax accounts, and regulatory filings).
• Track renewal dates and maintain organized records for tax registrations and compliance filings.
• Prepare documentation required for regulatory filings and nonprofit compliance reporting.
• Complete ad hoc financial reporting and special projects assigned.

Payroll Support

• Review employee timecards for accuracy and completeness, correcting entries as necessary in accordance with company policies.
• Prepare payroll reports and supporting documentation for HR review and final payroll submission.
• Verify new hire payroll setup, including pay rates, tax forms, and benefit deductions.
• Process employee pay updates such as wage adjustments, position changes, and benefit deductions.
• Review employee time\-off balances to ensure correct accruals and deductions are applied.
• Audit newly enrolled employee insurance benefits to ensure payroll deductions are accurate.
• Reconcile payroll records with insurance invoices to confirm benefit changes are processed correctly.
• Prepare and submit monthly workers’ compensation premium reports.
• Maintain payroll records and documentation in compliance with company policies and regulatory requirements.
• Provide backup support for termination paycheck processing when necessary.
• Assist HR manager with payroll\-related audits, reconciliations, and discrepancy resolution.
• Communicate with HR Manager regarding missing information or payroll discrepancies prior to final payroll submission.
• Coordinate with the payroll provider to resolve processing or payroll tax issues.
• Ensure payroll taxes are filed and paid accurately and on time.

Qualifications:

• Minimum of 3 years of experience in payroll processing and payroll preparation.
• Strong attention to detail with the ability to audit financial and timekeeping records for accuracy.
• Working knowledge of payroll systems and timekeeping software.
• Solid understanding of payroll earnings, deductions, payroll taxes, benefits administration, and wage adjustments.
• Ability to maintain strict confidentiality with sensitive employee and financial information.
• Strong verbal and written communication skills with the ability to collaborate effectively across departments.
• Ability to manage multiple priorities and meet critical deadlines.
• Strong analytical, problem\-solving, and organizational skills.
• Advanced proficiency in Microsoft Excel.
• Ability to work both independently and collaboratively.
• Self\-motivated with a proactive approach to managing responsibilities.
• Experience with QuickBooks accounting software preferred.
• Alignment with and commitment to the mission and values of the organization.