Overview:
We are seeking a detail-oriented, accountable, and experienced Bookkeeper to manage and maintain accurate financial records using QuickBooks Online. The ideal candidate is a dependable and professionally mature individual who can take full ownership of bookkeeping responsibilities, maintain accurate and up-to-date financial records, reconcile accounts consistently, and complete assigned work independently with minimal supervision. This role involves vendor reconciliation, banking transactions, insurance accounting, utility account management, payroll recording, financial reporting, and progress tracking. The Bookkeeper must be able to identify discrepancies, resolve outstanding issues, communicate concerns promptly, and ensure that all transactions are properly assigned to the correct facility and Chart of Accounts. The primary goal of this position is to help the business establish a strong, accurate, and reliable accounting system across all facilities.
Schedule:
- Full-Time
- Consistent schedule based on business needs
- Reliable attendance and daily availability required
- Must be able to meet established daily, weekly, and monthly deadlines
- Must be available during agreed working hours for questions, updates, and account reviews
Key Responsibilities:
Vendor Reconciliations
- Maintain complete and accurate vendor records in QuickBooks Online.
- Reconcile every vendor account against vendor statements, invoices, payment records, and supporting documentation.
- Ensure that purchases, bills, credits, payments, and outstanding balances are recorded correctly.
- Verify that QuickBooks balances match the vendor records and statements.
- Investigate and resolve discrepancies between QuickBooks and vendor statements.
- Ensure that all vendor transactions are assigned to the correct facility, location, and Chart of Accounts
category. - Confirm that vendor payments are properly applied to the corresponding invoices or bills.
- Identify duplicate bills, unapplied payments, missing invoices, incorrect balances, and other recording
errors. - Generate accurate reports showing purchases and payments by facility and by month, as well as outstanding vendor balances.
- Maintain complete documentation for all vendor reconciliations.
- Proactively communicate missing statements, invoices, payment information, or unresolved discrepancies.
Banking Transactions
- Enter and categorize all banking activity in QuickBooks Online.
- Maintain accurate and updated records for bank accounts, credit cards, loans, lines of credit, and financing accounts.
- Reconcile bank and credit card accounts against monthly statements.
- Ensure that all banking transactions are entered completely and without unnecessary delays.
- Assign every transaction to the correct facility, location, vendor, and Chart of Accounts category.
- Review bank-feed transactions and ensure that they are properly matched, added, or excluded.
- Identify and correct duplicate, missing, incorrectly categorized, or incorrectly posted transactions.
- Record transfers between accounts accurately and avoid recording them as income or expenses.
- Review loan and financing payments and separate principal, interest, fees, and other charges correctly.
- Post transactions with unclear classifications to Ask My Accountant until they can be properly reviewed.
- Maintain supporting documentation for banking and credit card transactions.
- Ensure that banking records in QuickBooks remain complete, current, and reconciled.
Insurance Accounting
- Maintain complete records for all insurance policies in QuickBooks Online.
- Record insurance-related transactions, including premium payments, down payments, finance
agreements, finance charges, interest charges, service fees, processing fees, and other policy-related expenses. - Ensure that each insurance policy is assigned to the correct facility and expense category.
- Record prepaid insurance and insurance expenses correctly based on established accounting procedures.
- Track payment schedules, payment histories, outstanding balances, and policy expiration dates.
- Reconcile insurance accounts against policy statements, premium financing statements, and payment records.
- Verify that finance agreement balances in QuickBooks match the supporting documents.
- Identify missed payments, duplicate payments, incorrect allocations, and outstanding insurance balances.
- Maintain organized records of insurance policies, invoices, statements, finance agreements, and payment confirmations.
- Provide accurate updates regarding the payment status and outstanding balance of each policy.
Utilities
- Maintain complete and accurate records for all utility accounts.
- Enter utility bills using the correct invoice date, due date, facility, vendor, and expense account.
- Ensure that utility expenses are recorded in the correct accounting period.
- Apply utility payments accurately to the corresponding bills.
- Reconcile utility vendor accounts against invoices, statements, and payment records.
- Monitor current balances, due dates, payment status, and overdue accounts.
- Identify unapplied payments, duplicate bills, missing invoices, late fees, credits, and incorrect balances.
- Confirm that each utility account is assigned to the correct facility or location.
- Maintain organized digital records of utility invoices, statements, and payment confirmations.
- Proactively report missing bills, payment concerns, service issues, or unresolved discrepancies.
- Ensure that management can quickly identify the current balance and payment status of every utility account.
Payroll Accounting
- Record payroll activity for every Breuer Health facility in QuickBooks Online.
- Ensure that payroll expenses are assigned to the correct facility, department, location, and Chart of
Accounts category. - Record employee wages and salaries, payroll taxes, employee deductions, employer contributions,
employee benefits, payroll processing fees, bonuses, commissions, reimbursements, and payroll
liabilities. - Reconcile payroll reports against the corresponding QuickBooks entries.
- Ensure that payroll liabilities are recorded accurately and cleared when payments are made.
- Review payroll clearing accounts and resolve outstanding or unreconciled balances.
- Verify that payroll expenses recorded in QuickBooks match payroll provider reports and bank
transactions. - Identify and correct duplicate payroll entries, missing payroll transactions, incorrect allocations, and
unreconciled liabilities. - Maintain supporting payroll reports and documentation for each payroll period.
- Proactively communicate payroll discrepancies, missing reports, or unresolved balances.
QuickBooks Online Maintenance
- Maintain accurate and organized financial records in QuickBooks Online.
- Follow Breuer Health established Chart of Accounts and accounting procedures.
- Avoid creating duplicate vendors, accounts, bills, expenses, payments, or transactions.
- Review uncategorized transactions and resolve them promptly.
- Review the Ask My Accountant account regularly and maintain clear notes regarding outstanding
questions. - Ensure that all transactions include the correct date, amount, vendor, facility, location, account, class,
and supporting documentation. - Attach invoices, statements, receipts, payment confirmations, and other supporting records to QuickBooks transactions whenever available.
- Review accounts payable, outstanding bills, vendor credits, unapplied payments, and open balances.
- Maintain accurate opening balances and avoid making unsupported adjustments.
- Obtain approval before making significant journal entries, deleting transactions, voiding transactions, or changing historical records.
- Maintain confidentiality and protect all financial, payroll, banking, vendor, and business information.
Financial Reporting
- Prepare accurate financial and bookkeeping reports as requested by management.
- Generate reports by facility, location, vendor, account, and accounting period.
- Prepare reports relating to vendor purchases, vendor payments, outstanding vendor balances, bank and credit card activity, loan and financing balances, insurance balances and payment histories, utility balances and payment status, payroll expenses and liabilities, accounts payable, uncategorized transactions, and Ask My Accountant transactions.
- Ensure that reports are complete, accurate, and supported by the underlying QuickBooks records.
- Review reports for unusual balances, duplicate transactions, inconsistencies, or missing information.
- Explain discrepancies and provide clear supporting details when requested.
- Ensure that commonly requested reports can be generated promptly.
Progress Tracking
- Maintain a shared Google Sheet or similar tracking system for bookkeeping assignments.
- Update the tracker regularly with the vendor or account name, facility or location, assigned person,
current status, date last updated, outstanding issues, missing documents or information, next action
required, and target completion date. - Clearly identify whether each assignment is not started, in progress, waiting for information, ready for review, or completed.
- Update the tracker accurately and consistently without requiring repeated reminders.
- Document blockers, discrepancies, pending questions, and required follow-ups.
- Provide daily, weekly, or monthly progress reports as requested.
- Immediately escalate items that may prevent completion of assigned work.
- Take ownership of assigned accounts and ensure that follow-ups are completed on time.
Communication and Accountability
- Provide clear, direct, and complete responses to bookkeeping and accounting questions.
- Communicate progress, issues, missing documents, and discrepancies promptly.
- Avoid providing incomplete, unclear, or unsupported answers.
- Clearly explain what has been completed, what remains outstanding, and what action is needed.
- Ask questions when instructions, transactions, or supporting documents are unclear.
- Proactively identify potential issues before they affect reporting or reconciliation.
- Take responsibility for assigned work without requiring constant supervision.
- Complete assignments accurately and within the agreed deadlines.
- Maintain reliable attendance and remain responsive during scheduled working hours.
- Accept feedback professionally and immediately apply necessary improvements.
- Demonstrate consistent ownership, urgency, accuracy, and follow-through.
Qualifications:
- Previous bookkeeping or accounting experience.
- Strong experience using QuickBooks Online.
- Strong understanding of accounts payable, vendor reconciliation, bank reconciliation, and general ledger
accounting. - Experience reconciling bank accounts, credit cards, vendor accounts, loans, and financing accounts.
- Experience recording and reconciling bills, payments, credits, and outstanding balances.
- Familiarity with insurance premiums, finance agreements, interest charges, and payment schedules.
- Experience recording utility expenses and reconciling utility accounts.
- Experience recording payroll expenses and payroll-related liabilities.
- Strong understanding of the Chart of Accounts and transaction categorization.
- Experience assigning transactions by facility, location, department, or class.
- Proficiency in Google Sheets or Microsoft Excel.
- Ability to read and analyze vendor statements, bank statements, insurance documents, payroll reports, and loan statements.
- Ability to identify discrepancies and resolve accounting issues independently.
- Strong attention to detail and commitment to accuracy.
- Strong organizational and time-management skills.
- Ability to manage multiple accounts, facilities, priorities, and deadlines.
- Ability to work independently with minimal supervision.
- Strong ownership, accountability, and follow-through.
- Consistent and reliable attendance history.
- Strong written and verbal English communication skills.
- Ability to provide clear and complete progress updates.
- Ability to proactively identify and complete the next steps without repeated instructions.
- Professional maturity and sound judgment.
- Ability to maintain confidentiality of sensitive financial information.
- Ability to accept feedback and immediately apply necessary improvements.
Preferred Qualifications:
- QuickBooks Online ProAdvisor certification.
- Previous experience supporting healthcare facilities, nursing facilities, assisted living facilities, or multi- location healthcare organizations.
- Experience managing bookkeeping for multiple facilities, branches, companies, or locations.
- Experience with bookkeeping cleanup and historical account reconciliation.
- Experience working directly with a business owner, Finance Manager, Controller, or Accounting Manager.
- Familiarity with accrual-basis accounting.
- Experience with class tracking and location tracking in QuickBooks Online.
- Experience reviewing and maintaining a detailed Chart of Accounts.
- Experience reconciling insurance finance agreements and loan balances.
- Experience with payroll reconciliation and payroll liability accounts.
- Experience preparing management reports and facility-level financial reports.
- Experience maintaining accounting progress trackers and reconciliation schedules.
- Experience identifying process gaps and recommending practical accounting improvements.
- Proven ability to manage financial records and reconciliation responsibilities independently.
- Demonstrated success in completing bookkeeping assignments accurately and within established deadlines.
