Bookkeeper & Finance Administrator

Job Title: Bookkeeper & Finance Administrator
Reports To: CEO or designee
Work Shift: Flexible, with scheduled live overlap within 10:00 AM-6:00 PM Eastern Time; exact arrangement TBD
Working Hours: Approximately 10 hours/week, with additional hours during payroll weeks

Job Description

We are seeking an experienced Bookkeeper & Finance Administrator to take over recurring financial administration for an addiction recovery program supporting people coming out of rehabilitation.

Delivered through an in-house accounting team, this assignment replaces the current bookkeeper and covers approximately 300-400 cash-basis transactions monthly, client billing, AP/AR, staff timesheets, payroll administration, HR documentation, and financial reporting & analysis.

The baseline workload is approximately 10 hours weekly. Payroll runs twice monthly, and those weeks may require additional time. The successful candidate must maintain accurate records, meet recurring deadlines, and communicate directly with the client through scheduled conversations as well as written updates.

Key Responsibilities

Bookkeeping And Reporting

• Record and categorize transactions using the established cashbasis accounting approach, with future shift to accrual-basis

• Reconcile bank, credit-card, and other financial accounts

• Administer & track virtual corporate cards, expense management & receipt submission process

• Investigate missing, duplicate, or incorrectly classified transactions, or errors caused by sync or technology

• Maintain supporting invoices, receipts, statements, and reconciliation schedules

• Prepare core monthly financial reports and flag material discrepancies, or outstanding items, ensuring accurate month’s end close

• Build & analyze financial reports and dashboards for drivers of business improvement & assist with budgeting, forcasting and cash flow reporting

• Demonstrated experience working with and maintaining Quickbooks Online file, including software updates & integrations

Client Billing, A/P And A/R

• Prepare and issue bills or invoices using approved information

• Record receipts, monitor outstanding balances, and coordinate follow-ups

• Maintain vendor invoices and payment schedules

• Prepare payment information for review under established approval procedures

• Reconcile payments and escalate disputed charges or missing documentation

• Communicate directly with clients and vendors as directed

• Experience with online invoicing & payment platforms

Timesheets, Payroll And HR Administration

• Collect and review timesheets and approved payroll changes

• Prepare payroll inputs for twice-monthly processing, ensuring correct allocations

• Check payroll information for inconsistencies and obtain clarification

• Support routine employee onboarding, offboarding, and HR record administration, and historical cleanup

• Maintain confidential payroll and employee documentation

• Coordinate additional capacity when payroll deadlines increase the workload

• Experience with online hr & payroll platforms

Handover And Coordination

• Take over records, recurring tasks, and outstanding items from the outgoing bookkeeper

• Maintain a calendar of billing, ap, payroll, and reporting deadlines

• Document workflows and unresolved questions

• Coordinate with the client and accounting lead on priorities and approvalsUpdate tracking sheets in real time

• Perform historical cleanup & record organization

• Participate in scheduled live discussions and team meetings during agreed Eastern Time overlap

• Maintain strict confidentiality & security protocols for all data and data access and adhere to internal controls

• Create SOPs and workflows for processes, including any necessary documents for staff training & compliance

• Coordination with external CPA for Quarterly, Year End or ad hoc needs.

Qualifications

Required

• Hands-on bookkeeping experience, including cash-basis & accrual basis accounting

• Experience managing billing, AP/AR, cash flow, and account reconciliations

• Experience reviewing timesheets and supporting payroll administration

• Ability to prepare accurate recurring financial reports

• Proficiency with accounting, invoicing & hr/payroll software and spreadsheets

• Ability to analyze data for trends & insights and deliver high impact summaries & recommendations

• Strong organization, accuracy, attention to detail, discretion, and deadline management

• Clear written and spoken English

• Ability to work independently,communicate questions proactively, and maintain confidentiality

• Availability for approximately 10 hours/week, agreed payroll-week flexibility, and scheduled client calls

Preferred

• Experience supporting US businesses and payroll workflows

• Experience taking over books from another provider

• Experience maintaining employee records and HR documentation

• Relevant accounting qualification or bookkeeping certification

• Ability to document and improve internal processes

• Experience working within an outsourced accounting team

• Experience directly supporting a founder, CEO or small business operator

• Experience with Google Workspace Suite & AI

• Experience configuring and optimizing features within financial & HR software stack