Job Description

We’re Hiring: Payroll & Accounting Specialist (Part-Time, Hybrid)

At Cedarstone, we help nonprofits focus on their missions by running the business operations they count on — from accounting and payroll to donation processing and compliance. Now, we’re looking for a skilled and reliable Payroll & Accounting Specialist to join our internal Shared Services team.

In this part-time, hybrid role, you’ll lead Cedarstone’s biweekly multistate payroll process and support other key functions like accounts payable, benefits tracking, and internal reporting. You’ll collaborate with our accounting and HR staff to ensure that our own operations are as thoughtful and dependable as the work we deliver to clients.

We’re looking for someone who:

• Has experience in payroll and accounting operations
• Thrives on structure, accuracy, and follow-through
• Communicates clearly and works well with others
• Wants their work to support meaningful impact

If that sounds like you, please read on -we’d love to connect!

Payroll & Accounting Specialist

(Part-Time, Hybrid)

WHO WE ARE

At Cedarstone, we believe that strong financial operations are the quiet engine behind world-changing missions. As part of our Shared Services team, you'll play a key role in supporting the nonprofits we serve by ensuring that our internal operations are just as thoughtful, accurate, and mission-aligned as the work we do for clients.

We’re an organization that values people who follow through, ask the next question, and take pride in doing the right things the right way. If you're detail-oriented, collaborative, tech-savvy, and energized by the idea of helping nonprofits thrive — not from the frontlines, but by keeping our own back office running well — you may find a meaningful home with us.

OPPORTUNITY SUMMARY

We’re hiring a Payroll & Accounting Specialist to join our mission-driven team. In this part-time, hybrid role, you’ll lead the processing of multistate payroll and support Cedarstone’s internal accounting operations — including accounts payable and receivable, benefits administration, and financial compliance tasks. If this sounds appealing, we’d love to hear from you!

PURPOSE

Ensure the accuracy, timeliness, and compliance of Cedarstone’s payroll and accounting processes — enabling operational excellence and freeing our nonprofit clients to focus on their missions.

WHAT YOU’LL DO

Payroll Operations

Lead Cedarstone’s full-cycle, biweekly multistate payroll process.

• Prepare payroll inputs, including using the Exceptions sheet
• Process payroll in OnPay biweekly on Monday or Tuesday
• Make payroll journal entries and reconcile to QBO general ledger
• Respond to employee payroll inquiries clearly and professionally
• Upload ACA files monthly from QBT to Employee Navigator (EN)
• Verify accuracy of employee changes (e.g., pay, job class, benefits) across BambooHR, OnPay, EN, and QBO
• Stay informed on HR-generated changes such as new hires, terminations, promotions, or bonuses
• Document and maintain payroll procedures

Accounting & Reconciliation

Support general ledger accuracy and contribute to key financial processes.

• Add/edit staff access to QuickBooks Online (QBO)
• Monitor and update employee class codes for accurate expense allocations
• Reconcile PTO balances between BambooHR Payroll Change Reports and timesheets
• Contribute to biweekly payroll-to-GL reconciliation and stay informed on broader payroll liability and prepaid account reconciliations
• Support the Corporate Accountant in preparing payments in time for the weekly running of cash flow reports
• Contribute data and stay informed on quarterly and annual tax form reconciliations (941, 940)

Accounts Payable (AP)

Process vendor payments and ensure accurate documentation.

• Process accounts payable in Bill.com (enter bills, maintain vendor records, track payments)
• Maintain W-9s and prepare 1099s
• Document and continuously improve AP procedures

Accounts Receivable (AR)

Ensure timely and accurate invoicing and payment tracking.

• Support client invoice preparation (set up new clients, review timesheets, include pass-throughs)
• Monitor office inbox for client checks, deposit to the bank weekly
• Record incoming payments in Bill.com
• Stay informed on AR procedure documentation led by the Corporate Accountant

Benefits Administration

Process benefit changes, contributions, and reconciliations.

• Process and track benefit enrollments and changes in payroll system
• Reconcile benefit data against vendor invoices
• Maintain and update 401(k) spreadsheet for uploads to TCI, our 401(k) platform
• Record FSA and HRA funding transactions
• Stay informed on benefit-related processes and data integrity managed by the Corporate HR Generalist

Financial & Payroll Compliance

Ensure regulatory compliance and timely government reporting.

• Monitor state payroll portals and labor law changes
• Respond to payroll-related government inquiries
• Prepare and file payroll-related forms: W-2, 1099, 1095
• Complete required government filings, including ACA, CMS, BLS OEWS, EEO-1, IL/Fed EPRC, IDES, MSP, WC audits, OES, and TCI census

WHAT SUCCESS LOOKS LIKE

• 98%+ payroll accuracy and on-time processing each cycle
• All vendor bills entered and processed by Monday each week
• Monthly reconciliations completed accurately and on time
• 24-hour response time during business days to payroll and accounting inquiries
• 100% compliance with filing deadlines and no penalties
• Clearly documented and actively maintained payroll, AP, AR, and benefits procedures

WHAT YOU BRING

• Proven experience in payroll processing and accounting operations
• Proficiency with systems such as QuickBooks Online, OnPay, BambooHR, Bill.com, Saasant, Monday.com and Excel
• Knowledge of multistate payroll compliance and benefits reconciliation
• Strong organizational skills and high attention to detail
• Ability to work independently and meet deadlines reliably
• A proactive, solutions-focused mindset and eagerness to improve systems
• Clear, professional communication skills and a collaborative approach

OUR CULTURE (AND YOURS TOO)

We live our Core Values every day:

• Ask the Next Question: You’re always seeking to improve processes and outcomes
• Do the Right Things the Right Way: You uphold accuracy, compliance, and integrity
• We’re All In This Together: You communicate respectfully and work well with others
• Own Our Commitments: You follow through, on time — especially when it matters most

OTHER POSITION DETAILS

Job Classification: Part-time, 25 hours per week; flexible hybrid schedule

Work Location: U.S.-based; Cedarstone headquarters in Wheaton, IL (1-2 days/week)

Reports To: VP Shared Services initially, with likely long-term reporting to the Corporate Accountant

Hiring Salary Range: $24–$27/hr, depending on experience and qualifications

Physical Requirements: 

• Ability to sit and use a computer for extended periods
• Ability to participate actively in video calls (camera on) as needed
• Reasonable accommodations available to individuals with disabilities

Application Process: Submit your resume to HR at cedarstone.us/join-our-team

ABOUT CEDARSTONE

• Cedarstone is a business services firm helping nonprofits change the world by running their back-office operations — freeing them to focus on their mission. We’re a growing company built on trust, excellence, and shared purpose.

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