Payroll and Accounting Assistant

Job Description

Job Description

Position Overview
Hearts and Hands of Care is seeking a detail-oriented, dependable, and organized Payroll and Accounting Assistant to support day-to-day accounting and payroll operations. This position plays an important role in maintaining accurate documentation, assisting with deposits and filing, supporting payroll preparation, and helping ensure records are organized, complete, and audit-ready.
The ideal candidate is highly organized, able to follow established processes, comfortable handling confidential information, and able to shift between accounting, payroll, and administrative support duties as needed. This role requires accuracy, strong follow-through, and the ability to work collaboratively with accounting, payroll, HR, and leadership.
Key Responsibilities
Accounting Support

• Run deposits and assist with bank-related errands as assigned.
• Seal envelopes and prepare outgoing accounting or payment-related documents.
• Staple and organize documentation packets, including check stubs, invoices, and any additional supporting paperwork.
• Complete filing and scanning of accounting documentation to maintain organized records.
• Assist with virtual receipt maintenance and ensure receipts are organized and accessible.
• Maintain accurate, complete, and audit-ready accounting files.
• Support accounting staff with routine administrative duties and documentation follow-up.

Payroll Support

• Sort paystubs between office and non-office employees.
• Maintain PTO records by entering hours into individual PTO logs.
• Coordinate with HR on new hire batches to help confirm payroll-related documentation is complete.
• Verify that basic payroll documentation has been received and placed in the correct folder for payroll processing, without making unauthorized data-entry changes.
• Assist with data entry into CenterPoint, as assigned and approved by payroll leadership.
• Support payroll preparation by helping ensure required paperwork is organized and ready for review.
• Maintain confidentiality of payroll, employee, and financial information at all times.

Administrative Support

• Provide general clerical support to accounting, payroll, HR, and leadership as needed.
• Help maintain organized electronic and hard-copy files.
• Assist with scanning, copying, sorting, labeling, and document tracking.
• Communicate professionally with internal team members regarding missing or incomplete paperwork.
• Identify documentation concerns or missing items and escalate them to the appropriate department lead.

Qualifications

• Experience in administrative support, payroll assistance, accounting support, bookkeeping support, or office coordination preferred.
• Strong attention to detail and ability to complete repetitive tasks accurately.
• Ability to manage multiple priorities and shift between accounting, payroll, and administrative duties.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality with sensitive employee, payroll, and financial information.
• Proficient in Microsoft Office and general administrative systems.
• Ability to follow directions, ask appropriate questions, and complete tasks in a timely manner.

Education and Experience:

• High school diploma or equivalent required; bookkeeping, accounting, or payroll coursework preferred.
• One year of related administrative, payroll, accounting, bookkeeping, or office support experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to complete routine office tasks such as filing, scanning, copying, and sorting paperwork.

Schedule:

• Monday thru Friday
• OT/Weekends Possible

Salary/Benefits:

• Competitive Pay
• Paid Time Off
• Healthcare
• Dental
• Vision
• Life Insurance
• Health Savings Account
• 401K Savings Plan

ACKNOWLEDGMENT:

Note: The above statements are intended to describe the general nature of the work performed. These statements are not to be construed as an exhaustive list of all responsibilities, tasks and skills required of an employee in this position. HAHOC reserves the right to require that other tasks be performed when warranted (for example by emergencies, changes in personnel or workload, corporate reorganization, or technical development).

Hearts & Hands Of Care, Inc is an equal opportunity employer and does not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, marital status, changes in marital status, pregnancy, and parenthood.

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