Payroll & Accounts Payable Specialist

Portland Mental Health & Wellness; Portland (OR); Hybrid; USD 32,000 - 45,000; Full time

Benefits offered by this job

Paid Vacation Time

Paid Health Leave

Paid Floating Holiday Hours

Medical and Vision Insurance – Kaiser

Employer Paid Life and AD&D Insurance

Voluntary Short Term Disability

401K Retirement Plan – Company match

Education Allowance

Employee Store Discount

Job summary

Portland Mental Health & Wellness is seeking a Payroll & Accounts Payable Specialist to manage biweekly payroll and vendor payments. This role supports the Finance team, ensuring accurate, compliant processing and timely financial reporting.

You will work with HR on hires, changes, and deductions, and may perform tasks remotely or on-site near the Portland area. The position emphasizes confidentiality, accuracy, and collaboration across departments.

Qualifications

• Preferred: 2+ years of experience processing payroll (full-cycle).
• Experience with payroll processing systems such as Gusto, ADP, Paychex, or similar.
• Strong proficiency with QuickBooks Online or a comparable accounting platform.
• Experience with accounts payable, account reconciliation, transaction processing, or bookkeeping.
• Familiarity with payroll taxes, deductions, and related payroll processes.
• Knowledge of accrual-basis accounting or willingness to learn.

Responsibilities

• Execute biweekly payroll for all PMHW employees, including clinicians and staff.
• Coordinate with HR on hires, terminations, changes, bonuses, PTO, deductions.
• Maintain payroll records and setup for new hires and status changes.
• Process payroll deductions, garnishments, and benefit deductions; reconcile discrepancies.
• Prepare payroll tax filings and related reporting with oversight.
• Assist with year-end payroll processes and W-2 reconciliation.
• Record daily financial transactions in QuickBooks Online and AP workflows.
• Reconcile bank and credit card accounts; support month-end close and accruals.
• Maintain confidentiality and follow financial controls and procedures.

Skills

Payroll processing

Full-cycle payroll

Payroll tax filings

Multi-state payroll

Confidentiality

Communication

Mac OS

Google Workspace

QuickBooks Online

Accounting software

Tools

Gusto

ADP

Paychex

QuickBooks Online

Job description

Portland Mental Health & Wellness is a thriving private practice and training practice with four locations in Portland, as well as one location in Salem. We are a collaboration of psychologists, psychiatric prescribers, counselors, marriage and family therapists and our trainees. We emphasize relationship first and foremost and diagnosis and treatment from within that relationship.

We strongly emphasize trauma informed care, cultural competency, establishing comfort and safety for patients, and coordination of care with primary care doctors, specialists, pediatricians, schools, and other mental health clinicians.

Location: Portland, OR (with remote flexibility)
Supervisor: Controller
Employee Classification : Non-Exempt (Hourly)
Hours: Full-Time (40 hours per week)
Compensation: $28.00 per hour

—

Primary Function:

The Payroll & Accounts Payable Specialist is responsible for the accurate and timely execution of PMHW’s recurring payroll and accounts payable functions, as well as daily financial transactions, account reconciliations, and other routine bookkeeping activities. The Payroll & Accounts Payable Specialist works independently on established processes while receiving oversight and support from the Controller.

This position serves as a key operational resource for the Finance team, allowing the Controller to focus on higher-level financial management, reporting, planning, and strategic priorities. The Payroll & Accounts Payable Specialist will be responsible for carrying out routine financial processes, identifying discrepancies or issues, and escalating items requiring review or higher-level accounting judgment to the Controller.

The position may be performed remotely or in person at one of our office locations, as long as the employee is situated within or close to the Portland Metropolitan Area in Oregon or southwest Washington.

Essential Functions:

• Payroll
  • Execute biweekly payroll processes for all PMHW employees, including clinical and administrative staff.
  • Review payroll information for accuracy and completeness prior to processing.
  • Coordinate with Human Resources regarding new hires, terminations, compensation changes, bonuses, PTO, deductions, and other payroll-related changes.
  • Maintain accurate employee payroll records and complete payroll setup for new hires and changes in employment status.
  • Process payroll deductions, garnishments, benefit deductions, and other payroll adjustments.
  • Reconcile payroll-related information and identify and resolve discrepancies in coordination with the Controller and Human Resources.
  • Prepare and coordinate payroll tax filings, payments, and related reporting in accordance with applicable federal, state, and local requirements, with Controller oversight.
  • Assist with year-end payroll processes, including W-2 preparation and related reconciliation.
  • Maintain working knowledge of applicable federal and Oregon wage and hour requirements related to payroll.
  • Respond to routine employee payroll questions and elevate complex or sensitive issues to the Controller or Human Resources as appropriate.
• Accounts Payable and Financial Transactions
  • Record daily financial transactions in QuickBooks Online, including deposits, transfers, journal entries, and other routine transactions.
  • Receive, review, organize, and process vendor invoices.
  • Route invoices through appropriate approval processes and execute timely vendor payments.
  • Maintain accurate and organized accounts payable records and vendor files.
  • Reconcile bank accounts and credit card accounts on a regular basis.
  • Research and resolve discrepancies identified during account reconciliations.
  • Support accurate coding and categorization of financial transactions.
  • Assist with month-end close processes, including account reconciliations, journal entries, and preparation of supporting documentation.
  • Assist with accrual-basis accounting processes as PMHW transitions to an accrual-based accounting system.
  • Prepare routine financial reports and documentation as requested by the Controller.
  • Maintain organized records and documentation to support financial reporting, audits, and other financial reviews.
• General Responsibilities
  • Work collaboratively with Human Resources, the Controller, and other departments to facilitate accurate and timely financial and payroll processes.
  • Maintain confidentiality of employee compensation, banking, payroll, vendor, and other sensitive financial information.
  • Complete assigned tasks, communications, and follow-up in a timely manner.
  • Maintain accurate and organized electronic and paper records as appropriate.
  • Follow established financial controls, policies, and procedures.
  • Identify opportunities to improve the efficiency, accuracy, and consistency of recurring financial processes and communicate recommendations to the Controller.
  • Perform other duties as assigned.

Minimum Qualifications:

• Preferred: 2+ years of experience processing payroll, preferably with responsibility for full-cycle payroll processes.
• Experience with payroll processing systems such as Gusto, ADP, Paychex, or similar platforms.
• Strong proficiency with QuickBooks Online or a comparable accounting platform.
• Experience with accounts payable, account reconciliation, transaction processing, or bookkeeping.
• Familiarity with payroll taxes, deductions, garnishments, benefits deductions, and related payroll processes.
• Working knowledge of accrual-basis accounting, or demonstrated willingness and ability to learn.
• Experience working with payroll and accounting processes for a small or mid-sized organization preferred.
• Multi-state payroll experience is a plus.
• Healthcare or mental health practice experience is a plus, but not required.
• Demonstrate strong attention to detail, organization, and accuracy.
• Demonstrate the ability to manage recurring deadlines and prioritize competing responsibilities.
• Demonstrate the ability to work independently while appropriately seeking guidance and escalating issues when needed.
• Demonstrate strong problem-solving skills and the ability to identify discrepancies and determine appropriate next steps.
• Communicate professionally and effectively with employees, vendors, managers, and other internal and external contacts.
• Demonstrate commitment to confidentiality of employee and financial information.
• Demonstrate strong computer skills, including web-based systems and financial software.
• Ability to work with Mac OS and Google Workspace.
• Demonstrate competence and humility in terms of race, ethnicity, gender, sexual orientation, religion, class, ability et al.
• Demonstrate commitment to the preservation of a workplace which embraces diversity.
• Follow policies and procedures to contribute to the administrative efficiency of the practice, taking initiative to suggest and develop those that may be needed.

Equipment Operated: Standard office equipment, including computers, copiers, printers, telephones, etc.

Work Environment: When working from a PMHW office, the position is in a well-lit office environment. Varied activities including sitting, standing, walking, reaching, bending, and lifting.

Mental and Physical Requirements: Involves sitting approximately 90 percent of the day, walking or standing the remainder. Ability to tolerate mental and emotional distress as an anticipated aspect of the position. May require working under stressful conditions.

Portland Mental Health & Wellness offers a competitive benefits package for full time employees that includes:

• Paid Vacation Time (80 hours per year to start)
• Paid Health Leave (40 hours per year)
• Paid Floating Holiday Hours (80 hours per year)
• Medical and Vision Insurance – Kaiser Permanente of the Northwest (choice of three plans)
• Employer Paid Life and AD&D Insurance
• Voluntary Additional Life and AD&D Insurance
• Voluntary Short Term Disability Insurance
• Voluntary Critical Illness Insurance
• Voluntary Accident Insurance
• Flexible Spending Account, Health Care
• Commuter Benefit – Choice of TriMet Pass or Limited Parking Reimbursement
• 401K Retirement Plan – Up to 4% Company Match Once Eligible
• Annual Continuing Education Allowance of $500
• Discounted Enrollment with Student Loan Tutor
• 10% Discount on Vitamins & Supplements Through Fullscript
• Limited Access to Columbia Sportswear Employee Store
• OnPoint Community Credit Union Group Banking Benefits

—

This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.

The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have an opportunity to discuss this with Human Resources.

Portland Mental Healthis an equal opportunity employer. We support and encourage diversity.