Bookkeeper & Payroll Specialist

Overview

The organization is seeking an experienced Bookkeeper and Payroll Specialist to help ensure accurate payroll, up-to-date financial records, and dependable recurring processes across three businesses. This role supports payroll preparation and bookkeeping, and collaborates with operational leaders, ADP, an outside accounting firm, and the CEO.

This position reports to the Director of People & Administration.

Responsibilities

Payroll

• Prepare regular and off-cycle payroll, collecting and validating timecards, reimbursements, incentives, deductions, and other approved adjustments.
• Calculate doctor-production pay, commissions, and bonuses using established formulas; reconcile source reports and flag missing or conflicting information.
• Enter payroll in ADP; compare check registers against source data, investigate differences, and prepare a clear package for review and approval.
• Maintain payroll calendars, workbooks, employee-balance records, and supporting documentation; communicate clearly about corrections and approved pay.
• Coordinate payroll questions and follow-through with managers, the Director of People & Administration, and ADP.

Bookkeeping

• Review the shared accounting inbox and collect invoices and supporting records.
• Enter and code bills in BILL.com; route items for approval and follow up on missing approvals, duplicates, credits, and discrepancies.
• Maintain QuickBooks Online records and reconcile bank, credit-card, merchant, and clearing-account activity.
• Maintain daily collections and doctor-production records used for payroll and accounting.
• Prepare monthly reconciliations and financial records for the outside accounting firm; assist with assembling vendor payment records for annual 1099 reporting.

Process Improvement and Continuity

• Keep procedures and checklists current; document exceptions and help train a backup.
• Identify opportunities to reduce duplicate entry and use approved automation while protecting confidential information.
• Prepare, process, and reconcile work, with designated leaders retaining final approval and payment-release authority.

Requirements

• 3–5 years of relevant payroll and bookkeeping experience preferred, including full-cycle payroll processing, reconciliations, and resolving discrepancies.
• Strong spreadsheet and QuickBooks Online skills.
• ADP and BILL.com experience strongly preferred.
• Experience working across multi-entity or multi-client environments, including variable compensation such as production pay, commissions, bonuses, or incentives.
• Ability to reconcile source data and account activity, explain differences, and maintain a clear audit trail.
• Good judgment and discretion, clear written communication, and reliable follow-through in a remote environment.
• Relevant education or equivalent practical experience.

Preferred Qualifications

• Experience calculating doctor-production pay, commissions, bonuses, or incentives using established formulas.
• Demonstrated ability to simplify workflows, document what works, and responsibly use approved technology.

Compensation & Benefits

• Compensation: $34 – $36 per hour, depending on experience.

Benefits include:

• Medical, dental and vision coverage.
• Paid time off and seven paid holidays.
• Retirement plan and an Employee Assistance Program.
• Company-provided equipment needed for the role.

Benefits are subject to applicable eligibility requirements and plan terms.

Location

• Remote, full-time role reporting to the Director of People & Administration.
• Must be able to adjust your schedule to work Pacific Time business hours during payroll cycles and attend scheduled meetings on Pacific Time. This flexibility is essential for coordinating inputs, resolving questions, and meeting deadlines.
• A reliable private workspace and careful handling of employee and financial information are essential.

Additional Information

Any offer of employment is contingent upon completion of a job-related background check, conducted in accordance with applicable law.