Accounting Assistant

Remote – Part-Time Engagement Schedule: Approximately 20 Hours per Week

About the Role

The Accounting Assistant is a dedicated part-time bookkeeping and financial administration position, consistently working approximately 20 hours per week.

The role focuses specifically on:

• Accounts Payable entry
• Credit card reconciliation
• Payroll data support
• Payment schedule maintenance
• Related administrative financial responsibilities

This is a fixed part-time engagement and is not currently expected to transition into a full-time position.

The Accounting Assistant will not be responsible for client-facing communication, CRM management, or scheduling, as those responsibilities are handled separately.

Key Responsibilities

Accounts Payable & Bookkeeping

• Input Accounts Payable entries into QuickBooks Online.
• Reconcile credit card statements.
• Maintain and update payment schedule templates.
• Support additional non-sensitive invoicing-related administrative tasks as needed.
• Maintain accurate and organized financial records.
• Flag discrepancies or inconsistencies for review.
• This position is not expected to have direct access or authorization to move funds.

Payroll Support

• Input time clock records into the payroll Google Sheet.
• Accurately classify payroll entries.
• Review payroll-related information for completeness and accuracy.
• Flag discrepancies or missing information for review.

Qualifications

• Solid working knowledge of QuickBooks Online, particularly Accounts Payable entry and reconciliations.
• Comfortable performing basic bookkeeping and payroll data entry and classification.
• High attention to detail, particularly when working with financial records.
• Strong commitment to accuracy and consistency.
• Comfortable working independently on recurring weekly tasks with minimal supervision.
• Comfortable using AI tools such as ChatGPT or Claude to accelerate documentation and routine written work.
• Previous bookkeeping, accounting, or finance-related experience preferred.

Typical Work Day

A typical workday may include:

• Entering new Accounts Payable transactions into QuickBooks Online.
• Reconciling new credit card statement activity.
• Updating payroll time clock records.
• Classifying payroll entries appropriately.
• Reviewing and updating payment schedule templates as needed.

Typical Workweek

A typical workweek may include:

• Completing Accounts Payable entries for the week's invoices and expenses.
• Performing credit card statement reconciliation on a consistent weekly cadence.
• Processing and classifying payroll time clock records.
• Updating payment schedule templates.
• Identifying and flagging financial discrepancies for review.

Note: This role is consistently approximately 20 hours per week, with no planned path to full-time for this specific position.

Performance Evaluation & Accountability

The Accounting Assistant will report to a designated point of contact on the client's team and will be evaluated based on accuracy, timeliness, and consistency across assigned financial responsibilities.

Key Performance Indicators (KPIs)

Performance will be measured based on:

• AP Entry Accuracy: Correctness and completeness of Accounts Payable entries in QuickBooks Online.
• Reconciliation Timeliness: Credit card statements are reconciled consistently and on time.
• Payroll Classification Accuracy: Correct entry and classification of time clock records.
• Discrepancy Flagging: Timely identification and escalation of financial discrepancies.

Reporting Structure

• Reports to a designated team lead on the client's side.
• Performance and engagement health will be periodically reviewed by Virtrify's Virtual HR Department™.

Software & Tools

The Accounting Assistant should be comfortable working with:

• QuickBooks Online
• Google Sheets for payroll time clock tracking
• ChatGPT or Claude for documentation support and routine written work

90-Day Onboarding Plan

Phase 1: Process Understanding & Training – Month 1

• Learn the organization's QuickBooks Online setup.
• Become familiar with the company's chart of accounts.
• Shadow the current Accounts Payable entry process.
• Learn the existing credit card reconciliation process.
• Review existing payment schedule templates.
• Understand expectations regarding accuracy, documentation, and discrepancy reporting.

Phase 2: Independent Execution with Oversight – Month 2

• Begin independently handling Accounts Payable entry.
• Perform credit card reconciliations with oversight.
• Take ownership of payroll time clock input.
• Accurately classify payroll records.
• Begin independently maintaining payment schedule templates.
• Flag discrepancies for review when necessary.

Phase 3: Full Ownership – Month 3

• Assume full ownership of assigned bookkeeping responsibilities.
• Independently manage Accounts Payable entry.
• Complete credit card reconciliations according to established schedules.
• Manage assigned payroll-support responsibilities.
• Maintain accurate payment schedule information.
• Consistently identify and escalate discrepancies.
• Participate in periodic accuracy and performance check-ins.

Work Environment

• Reliable high-speed internet connection.
• Dedicated and quiet workspace suitable for focused financial data entry.
• Comfortable working within QuickBooks Online and Google Sheets for extended periods.
• Ability to work independently with minimal supervision.
• Availability aligned with the agreed part-time schedule of approximately 20 hours per week.

Final Notes

This role is designed for a detail-oriented accounting professional who can independently manage recurring bookkeeping and payroll-support responsibilities while maintaining a high degree of accuracy.

Success in this position means:

• Accurate and complete Accounts Payable records.
• Timely credit card reconciliations.
• Accurate payroll data entry and classification.
• Consistently updated payment schedules.
• Proactive identification of financial discrepancies.
• Reliable completion of recurring weekly responsibilities.
• Strong attention to detail and financial data integrity.

About the Company

Our client is a residential remodeling company specializing in full-scale home renovations, including:

• Kitchen renovations
• Structural changes
• Home additions
• Whole-home improvements

Projects typically run between six and twelve weeks from contract signing through completion and are supported by a dedicated sales team, project managers, an in-house design team, and a cost estimator.

The organization is looking to add a dedicated part-time virtual professional to manage routine bookkeeping and payroll-support responsibilities.