Payroll and Accounting Specialist

Description

Mission

The American Youth Foundation dares people to discover and celebrate the very best in themselves and others, inspires them to explore diverse perspectives and complex challenges, and emboldens them to live courageously, engaging their full capacity.

Position Purpose

The Payroll and Accounting Specialist is a year-round, full-time position supporting the Accounting Manager with payroll processing, day-to-day bookkeeping, and accounting projects. The position is the organization’s primary point of coordination with managers across departments on payroll matters and keeps AYF’s payroll and financial records accurate, timely, and audit-ready.

This is a detail-driven role for someone with sound bookkeeping judgment who works well across teams and keeps multiple deadlines on track.

Position Responsibilities

Payroll

• •Process payroll accurately and on schedule, including hours, deductions, benefits, garnishments, and off-cycle adjustments.
• •Coordinate with managers across the organization to collect and verify timesheets, PTO, new hires, terminations, and pay changes.
• •Ensure payroll compliance with federal requirements and with state and local requirements in 15+ states, including tax registrations, withholding, unemployment insurance, and required filings.
• •Maintain payroll records and ensure compliance with applicable wage-and-hour laws and reporting requirements.
• •Respond to employee payroll questions and resolve discrepancies in a timely manner.

Bookkeeping and Accounting

• •Perform day-to-day bookkeeping in QuickBooks Online (QBO), including recording and reconciling data from other systems.
• •Assist the Accounting Manager with month-end and year-end close processes.
• •Support special accounting projects, process improvements, and audit preparation as assigned.
• •Maintain organized, accurate, and audit-ready financial records and documentation.

Cross-Functional Collaboration

• •Serve as a day-to-day point of contact for managers across departments on payroll matters.
• •Partner with HR and department managers to ensure accurate, timely employee and payroll data.
• •Communicate clearly and proactively with the Accounting Manager and broader finance team.
• •Reasonable accommodations may be made to enable a range of abilities to perform the essential functions.

Core Competencies

• •Mission Alignment: Demonstrates a strong personal commitment to the values and purpose of the American Youth Foundation.
• •Accuracy and Attention to Detail: Produces precise, reliable work in a numbers-driven role and catches errors before they become problems.
• •Organization: Manages multiple deadlines and priorities with clarity, keeping payroll and close schedules on track.
• •Discretion and Judgment: Handles confidential payroll, personnel, and financial information with sound judgment and complete discretion.
• •Collaboration: Works effectively with managers and staff across departments and builds trust as a reliable point of contact.
• •Communication: Writes and speaks clearly and professionally, and communicates proactively rather than waiting to be asked.

Requirements

Education, Experience and / or Certification

• •Demonstrated experience processing payroll, including multistate payroll and related compliance.
• •Hands-on experience with QuickBooks Online (QBO).
• •Associate’s or Bachelor’s degree in Accounting, Finance, or a related field, or equivalent work experience.
• •Experience in nonprofit accounting (fund accounting, grant tracking, or restricted and unrestricted net assets) preferred.
• •Familiarity with payroll platforms (e.g., Paylocity, Paychex) preferred.

Work Environment

• •Generally Monday through Friday, 8:30 a.m. to 4:30 p.m. ET. Additional hours around payroll deadlines, year-end close, and audit preparation are scheduled and approved in advance.
• •Occasional travel to AYF sites and other meeting locations as needed.

Job Location

• •The Payroll and Accounting Specialist is a remote position based from home.
• •Travel to Miniwanca in Michigan, Merrowvista in New Hampshire, and other meeting locations may be required periodically throughout the year.

Benefits:

• •Health, dental, and vision insurance
• •Retirement plan with a 3% salary match
• •Tuition discounts for dependents
• •12 annual holidays
• •Paid Time Off

Commitment to Equity and Inclusion

The American Youth Foundation enthusiastically welcomes staff and participants with diverse backgrounds, experiences, and identities and complies with all non-discrimination laws. AYF seeks to continually assess our practices through a broad lens of cultural responsiveness and is committed to being an equal opportunity employer. We are firmly committed to maintaining a work atmosphere in which people of diverse backgrounds and lifestyles may grow personally and professionally, and all are highly encouraged to apply.