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Human Resources & Payroll Specialist

Remote, OR, USA

How to Apply

All applications must be submitted via our application website at:

Xerces is happy to provide accommodations for the job application process if needed. If you need an accommodation to complete the job application process, please email [email protected].


Come join a growing team of conservation professionals at the Xerces Society who are dedicated to protecting some of the world’s most important animals. We are seeking a skilled Human Resources professional who can handle a mix of administrative functions such as overseeing and processing bi-monthly payroll, technical activities such as accurately answering employee’s benefit questions, formulating policies and procedures, and evaluating state and federal employment law to help ensure we remain in compliance with applicable rules and regulations.


At Xerces, we harness the knowledge of scientists and the enthusiasm of the public to implement conservation programs. We take action by helping farms and public agencies develop conservation plans for pollinators and beneficial insects, producing ground-breaking publications on insect conservation, training thousands of farmers and land managers to protect and manage habitat for beneficial insects, protecting endangered species and their habitat, and engaging the public to raise awareness about invertebrates found on farms, forests, prairies, deserts, streams, wetlands, towns and cities. Our methods focus on habitat conservation planning, education, scientific analysis, advocacy, and applied research to conserve invertebrates, such as bees, butterflies, mollusks, and fireflies. 


Reporting to the Director of Finance and Operations, the Human Resource & Payroll Specialist position is responsible for many aspects of Xerces’ general business operations including a wide range of human resource processes and systems which are of critical importance to the organization. These include but are not limited to: recruitment, onboarding, maintenance of personnel records; coordination of payroll and timekeeping function; administration of employee benefits; formulation and implementation of policies; and day to day compliance with applicable state and federal employment and tax laws. Effective performance requires that the Human Resource & Payroll Specialist be able to apply judgment and discretion to interpret situations and independently implement action.

STATUS:  Full-Time, salaried, exempt position, scheduled to work ~ 40 hours/week. This position will be fully remote and the schedule can be made flexible, consistent with work requirements. Note that if you are based in the Portland, OR area and you prefer, you may be able to work from our home office.

LOCATION:  Western US preferred, other locations within the US may be considered.  

Areas of Responsibility: 

Payroll Management:  Oversee payroll function using third-party administration service to ensure timely, accurate processing of pay, in coordination with finance department.

  • Effectively communicate policies, procedures and due dates to all employees.
  • Analyze and ensure all updated pay rates, deductions, reimbursements and adjustments are prepared prior to payroll, staff timesheets are completed and reviewed. 
  • Become proficient in use of third-party payroll system, identifying necessary features and settings we need configure, and working with service team to implement them.
  • Make timely decisions necessary to process all pay and benefits on a semi-monthly basis, by legally-defined deadlines.
  • Research, manage and monitor federal, state and local payroll tax changes, register with new states as appropriate and update payroll system with any tax changes.

Human Resources:  In coordination with the Finance and Operations Director, help to ensure the organization is both compliant, supportive and welcoming workplace for all employees.

  • recruiting and hiring process including review of job descriptions, maintaining web-based system for intake and review of applications, posting new positions on job boards, screening applications, and preparing offer letters.
  • Identify diversity-minded recruitment strategies and resources to encourage and increase applications from historically-excluded groups.
  • Onboard new employees: Collect all required information by configuring and utilizing onboarding software module.Ensure deadlines met to add new employees to payroll system, coordinate facility/tech needs with Office Manager, and provide orientation including HR policies, benefits enrollment, and use of payroll/HR portal.
  • Provide training and provide answers to employee HR assistance questions, expense tracking and reimbursement system, timekeeping, benefit updates, compliance with personnel policies and use of Paylocity HR portal.
  • Serve as primary contact for questions regarding leaves of absence, and address in conjunction with the Finance and Operations Director.
  • In consultation with the Finance and Operations Director, serve as the front-line resource for Xerces managers and staff regarding the interpretation and application of employment laws and regulations in the context of Xerces’ employment policies.
  • Other duties as assigned.

Benefit Administration:  Formulate plans, policies, procedures to ensure Xerces maintains an attractive package of benefits.

  • Interpret plan documents and procedures to ensure that Xerces remains compliant with ERISA and provider-specific requirements.
  • Assist plan trustees in management of 401(k) retirement plan including employee enrollment and notifications, uploading of contribution data, quarterly and year-end plan compliance.
  • Track, complete and submit paperwork to external agencies including; worker’s compensation insurance, disability insurance verifications, COBRA coverage.






Human Resources:

  • Knowledge and experience with a wide variety of HR laws and regulations for example: wage and hour, protected leaves, confidentiality regulations.
  • Experience with employee benefits administration.
  • Experience onboarding employees & new hire orientations.
  • Experience dealing with confidential, or personal information related to employees in a tactful, sensitive and professional manner.



  • Strong foundation in payroll processing, payroll taxes and quarterly/annual reconciliation.
  • Experience working with outside payroll processor and online platform.
  • Proficiency with spreadsheets, formulas, use of pivot tables.



  • Ability and willingness to work with diverse teams and constituents in a respectful, equitable, and inclusive fashion.
  • Experience with Microsoft Office and familiarity with Google Apps.
  • Planning: efficiently prioritize multiple concurrent deadlines.
  • Highest level of attention to detail.



  • Nonprofit work experience.
  • Experience with payroll and/or employment regulations in multiple states or jurisdictions.




  • Bachelor’s degree in a relevant field, plus at least two years of experience and demonstrated success in the Human Resources and Payroll Management field, or demonstrated equivalent knowledge, skills, and experience.
  • Must have current authorization to work in the United States with any employer.  Visa sponsorship is not provided for this position.
  • Due to the confidential nature of this role, candidates may be offered this position conditioned upon successful reference and background checks.


  • Bachelor’s Degree in Human Resources.


Be able to perform the following with reasonable breaks and/or reasonable accommodations:

  • Operate a computer and other office productivity machinery, such as a telephone, copy machine, and computer printer for periods of 1-8 hours.

COMPENSATION: $50,000 - $60,000 per year, commensurate with qualifications.

BENEFITS: This position includes a generous benefits package: eleven paid holidays including two floating holidays that may be used for a personal or religious holiday observed by the employee or other occasion per policy, paid time off, paid health, dental, and disability insurance, option to participate in a pre-tax flexible spending account for medical and dependent care expenses, participation in a 401k retirement program upon eligibility and a flexible work environment.

How to Apply: 

All applications must be submitted via our application website at:

Xerces is happy to provide accommodations for the job application process if needed. If you need an accommodation to complete the job application process, please email [email protected].


Additional Information: 

Note: In our effort to keep our employees, partners, clients and the public safe, Xerces Society follows a mandatory vaccination policy, requiring employees have up-to-date vaccinations for COVID-19.

Organization Info

Listing Stats

Post Date: 
Jan 15 2022
Active Until: 
Feb 14 2022
Hiring Organization: 
The Xerces Society