Financial and Administrative Assistant

Overview

This role supports a small business operating Federal government contracts by managing financial operations and administrative activities. The position ensures compliance with government invoicing requirements and efficient business management to sustain contractual commitments.

Responsibilities

• Maintain financial records in QuickBooks, including accounts payable, receivable, and general ledger
• Reconcile bank and credit card accounts monthly and generate financial reports for leadership
• Track and code corporate expenses according to contracts and company policies
• Assist with budgeting, forecasting, and year-end financial documentation
• Prepare and submit invoices for Federal government contracts using relevant platforms
• Ensure invoicing complies with contract terms and government billing guidelines
• Monitor invoice status and resolve discrepancies with government contacts
• Maintain organized records of invoices and payment history for audits
• Process payments to subcontractors and consultants per contract terms
• Manage payment schedules for recurring vendor obligations
• Communicate payment status and documentation requirements with vendors
• Assist with annual 1099 filings by maintaining payment records
• Provide administrative support including calendar management, scheduling, travel coordination, and correspondence
• Prepare documents, presentations, and reports using Microsoft Office and Google Workspace
• Organize and maintain secure digital filing systems
• Manage incoming communications and route inquiries appropriately
• Support special projects and operational initiatives as assigned

Requirements

• Associate's or Bachelor's degree in Accounting, Business Administration, Finance, or related field, or equivalent experience
• 3 to 5 years of experience in financial administration, bookkeeping, or accounting
• Experience with QuickBooks (Online or Desktop) for small business
• Familiarity with Federal government invoicing platforms (e.g., IPP, WAWF/iRAPT)
• Proficiency in Microsoft Office Suite and Google Workspace
• Advanced Excel skills including spreadsheets, formulas, pivot tables, and basic financial models
• Strong verbal and written communication skills
• Excellent organizational skills and ability to manage priorities remotely
• Ability to work independently and handle confidential information responsibly

Compensation

• Pay range and compensation package will be determined based on the candidate's experience, skills, and other relevant factors.

Equal Opportunity

The employer is an equal opportunity organization committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, or national origin.

Location

Remote position supporting Federal government contracts in the small business sector.