Bookkeeper & Payroll Specialist

Beacon Veterinary Specialists and its affiliated companies are looking for an experienced bookkeeper and payroll specialist to help keep payroll accurate, financial records current and recurring processes dependable across our three businesses.

Reporting to the Director of People & Administration, you will own payroll preparation, calculations, processing, reconciliation and follow-through, along with day-to-day bookkeeping. You will also collaborate with operational leaders, ADP, our outside accounting firm and the CEO. We value someone with exceptional attention to detail, who can simplify workflows, document what works, and use approved technology responsibly.

Payroll responsibilities

• 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, 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, and communicate clearly about corrections and approved pay.
• Coordinate payroll questions and follow-through with managers, the Director of People & Administration and ADP.

Bookkeeping responsibilities

• Review the shared accounting inbox and collect invoices and supporting records.
• Enter and code bills in BILL.com, route them 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 our outside accounting firm, and help assemble vendor payment records for annual 1099 reporting.
  

Process improvement and continuity

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

Experience and working arrangements

Experience and skills

• 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 are strongly preferred.
• Experience with multi-entity or multi-client work and 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, discretion, clear written communication and reliable follow-through in a remote environment.
• Relevant education or equivalent practical experience.

Schedule and reporting relationship

This is a remote, full-time role reporting to the Director of People & Administration. You 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.

Compensation and benefits

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

Our 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.

What success looks like

• Payroll is supported, reconciled and ready for approval on time.
• Bills and financial records are complete, correctly assigned and easy to trace.
• Reconciliation differences and overdue approvals are followed through.
• Procedures and backup coverage make recurring work less dependent on one person.
• Practical improvements reduce unnecessary manual work without weakening review.

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