Employment Opportunity: Bookkeeper – Finance & HR Liaison

Location: Hillsborough, CA

Employment Type: Full-Time

Contracted days: 213

Contracted hours: Monday through Friday from 8:30 to 3:45

Reports To: Executive Directors

Position Summary

We are seeking a highly organized and proactive Finance & HR Liaison to serve as the onsite point of contact for our outsourced accounting and HR agencies. This role is essential in ensuring accurate financial recordkeeping, smooth coordination with external partners, and timely support for the operations of the organization. The ideal candidate is detail-oriented, tech-savvy, and comfortable managing a variety of financial and human resources tasks.

Key Responsibilities

Liaison & Communication

• Serve as the primary onsite liaison between the organization and outsourced accounting and HR agencies, as well as the audit team.
• Coordinate the flow of financial and HR information and documentation between internal staff and external partners.
• Respond to inquiries from accounting and HR agencies regarding budget balances, payroll, benefits, and compliance documentation.
• Ensure timely communication and resolution of issues related to payroll, benefits, and vendor payments.

Bookkeeping & Financial Operations

• Write and issue checks (mostly through Ramp), including manual checks when necessary.
• Deposit incoming checks and maintain accurate records of all deposits.
• Support school and general billing processes and ensure timely invoicing and follow-up.
• Download invoices and forward them to appropriate platforms such as SG and Ramp.
• Access Sage and reports provided by the Accounting Agency to review and resolve questions about budget balances and allocations.
• Solve issues related to pending payments
• Authorize online donations and payments through Authorize.net.
• Oversee program allocations and ensure proper categorization of expenses.
• Process donations and send donation letters.
• Oversee and track use of Professional Development forgivable loans.
• Coordinate with Accounting Agency to provide regularly scheduled general ledgers to Executive Directors.
• Reconcile bank and credit card statements.
• Provide requested documentation to auditors and act as the primary liaison during audits.

Payroll & HR Coordination

• Act as the on-site point of contact for payroll processing with the HR agency.
• Review and verify payroll reports for accuracy, including salary, hourly wages, and deductions.
• Ensure proper handling of 403(b) withholdings, health insurance premiums, and other benefit-related deductions.
• Coordinate onboarding and offboarding documentation with the HR agency.
• Maintain compliance with employment-related recordkeeping and assist with annual audits.
• Support staff with basic HR inquiries and direct them to the HR agency for specialized assistance.
• Coordinate Open Enrollment
• Provide HR-related updates to staff, including information about PTO balances, benefits changes, and other required staff communications.
• Communicate with our legal counsel when needed.

Vendor & Payment Management

• Act as the main contact person for vendors and clients.
• Respond to emails sent to ap@, ar@, or any other related communications.
• Reach out to vendors to resolve payment issues or gather documentation.
• Set up new vendors in Ramp and ensure accurate vendor records.
• Monitor and follow up on outstanding payments and vendor communications.

Administrative & Document Management

• Scan, file, and organize financial and HR documents for easy access and audit readiness.
• Maintain digital and physical filing systems in compliance with internal policies and audit requirements.
• Follow retention policy requirements.

Core Competencies

• Confidentiality: Ability to handle sensitive financial and HR information with discretion.
• Attention to Detail: Ensures accuracy in financial records and payroll data.
• Communication Skills: Clear and professional interaction with internal staff and external agencies.
• Problem-Solving: Proactively resolves issues related to payments, payroll, and benefits.
• Multi-Tasking: Manages multiple priorities in a fast-paced environment.
• Tech-Savvy: Comfortable with accounting and HR platforms, and adaptable to new systems.

Qualifications

• Proven experience as a bookkeeper, finance assistant, or similar role.
• Familiarity with payroll processes and HR coordination preferred.
• Strong understanding of bookkeeping practices and financial workflows.
• Proficiency in accounting software and Microsoft Office Suite.
• Experience with platforms such as Ramp, Paychex, Salesforce, and Authorize.net is a plus.
• Excellent organizational and communication skills.
• Ability to work independently and manage multiple priorities.