Bookkeeping Specialist (Job ID: SONBEN1)

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About the Client:

The client is a mission-focused organization dedicated to advancing innovation and workforce readiness across the technology and science sectors. The company delivers comprehensive solutions in cybersecurity, information technology, data science, and emerging technologies, supporting both individuals and organizations in navigating an evolving digital landscape.

About the Role:

We are seeking a detail-oriented, highly organized HR & Bookkeeping Specialist to join our team. This dual-focus role is critical in supporting both our human resources and financial operations. You will be responsible for ensuring seamless administrative workflows, maintaining meticulous data accuracy across HR and accounting systems, and supporting everything from employee onboarding to payroll and expense tracking.

If you thrive in a multi-functional environment, value strict confidentiality, and possess a strong knack for numbers and compliance, we want to hear from you.

HR Administrative Support

• Assist with onboarding and offboarding processes, including document collection and orientation coordination.
• Maintain and update employee records in HR systems with high accuracy.
• General administrative tasks - update calendar, schedule appointments, and meetings
• Respond to basic employee inquiries regarding HR policies and procedures.

Payroll Support

• Assist in preparing payroll data, including timesheets, leave records, and deductions.
• Verify accuracy of employee hours and payroll information before processing.
• Maintain payroll records and support audits or reviews.
• Help ensure compliance with payroll policies and deadlines.

Bookkeeping & Financial Data Entry

• Record routine financial transactions related to HR (payroll, benefits, reimbursements) in accounting systems.
• Assist with maintaining general ledger entries and financial documentation.
• Organize and file invoices, receipts, and expense reports.
• Support accounts payable/receivable processes for HR-related expenses.

Expense Tracking & Budget Support

• Track HR department expenses and maintain updated logs.
• Assist in monitoring spending against budget allocations.
• Prepare basic financial summaries for HR leadership review.
• Help identify discrepancies or unusual expenses.

Compliance & Recordkeeping

• Ensure proper documentation is maintained for HR and financial processes.
• Support compliance with employment laws and financial regulations.
• Maintain confidentiality of employee and financial information.
• Assist in preparing documentation for audits or inspections.

Vendor & Invoice Support

• Assist with processing invoices from HR vendors (training providers, benefits companies).
• Verify billing accuracy and escalate discrepancies.
• Maintain vendor files and payment tracking logs.

Qualifications & Skills

Technical Skills & Experience

• Software Requirement: Proven, strong experience with QuickBooks is strictly required.
• Platform Proficiency: High proficiency in Microsoft 365 (Excel, Word, and PowerPoint) is required, as this is a core platform used to run business operations.
• Domain Expertise: Solid background in accounting principles, reconciliations, and financial reporting.
• US Compliance: Experience working successfully with US-based companies is highly preferred.
• Target Level: Junior level; possessing core expertise but highly motivated to learn and be developed.

Soft Skills & Work Ethic

• Accountability: Highly reliable, trustworthy, and possessing impeccable attention to detail.
• Focus: Dedicated entirely to this role; able to commit to the workload without the distraction of multiple simultaneous jobs.
• Communication: Strong English communication skills and a high level of professionalism.
• Growth Mindset: Strong organizational skills, a willingness to learn, and a desire to grow with the business long-term.

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