Senior Finance Operations Specialist

Department

Finance

Reports To

Reports to Vice President of Finance

Employment Type

Full-Time

Location

Remote / Nationwide search

Recommended Salary Range

$70,000 - $85,000, commensurate with experience

Role Mix

Initial focus expected to be approximately 60-70% accounting operations and 30-40% finance support, with the mix shifting as systems mature

Position Summary

Health Career Connection is seeking a highly organized, detail-oriented Senior Finance Operations Specialist to strengthen the organization’s day-to-day finance function during a period of transition, process improvement, and increased operational complexity. This role will provide hands-on support across contracting, invoicing, accounts receivable, accounts payable, grant tracking, reporting, reconciliations, financial documentation, and internal finance workflows.

This is not a purely administrative finance support role. HCC seeks a finance operations partner who can serve as a reliable right hand to the Vice President of Finance, help to internalize the finance function, and bring discipline, accuracy, transparency, and urgency to the finance operating rhythm.

Key Responsibilities

Contracting, Invoicing, and Revenue Operations

· Support the contract-to-invoice process by tracking signed agreements, billing terms, invoice timing, deliverables, payment terms, required documentation, and internal ownership.

· Maintain clear trackers showing contract status, invoicing status, documentation gaps, billing deadlines, outstanding items, and collection follow-up needs.

· Review invoice support and partner/funder requirements before invoices are finalized to reduce avoidable errors and rework.

Accounts Receivable and Cash Collection Support

· Monitor receivables and maintain AR aging schedules or related tracking tools.

· Support timely, professional follow-up on unpaid invoices in coordination with the appropriate program or relationship owner.

· Identify collection delays, missing documentation, partner questions, or process gaps that may impact cash flow.

· Prepare AR status updates and exception callouts for review with the VP of Finance.

Accounts Payable, Vendor, Expense, and Card Operations

· Support AP processing, including vendor bills, approvals, coding, backup documentation, payment timing, and issue resolution.

· Help ensure invoices have appropriate support and are routed to the correct internal approvers before payment.

· Maintain vendor records and assist with W-9s, vendor setup forms, payment verification, and other required documentation.

· Support clean payment records, audit-ready documentation, and timely follow-up on outstanding vendor or reimbursement items.

· Assist with credit card or P-card expense tracking, receipt collection, coding, reconciliation support, and documentation of travel, events, and larger organizational purchases.

Grant, Funder, and Due Diligence Support

· Assist with tracking grant budgets, funding restrictions, reporting deadlines, allowable costs, supporting documentation, and required financial deliverables.

· Maintain a grant and funder reporting calendar that clearly identifies what is due, who owns it, what documentation is needed, and when it must be reviewed.

· Coordinate with finance, program, development, and regional staff to ensure grant-related activity is properly tracked and supported.

· Support preparation of funder financial materials, budget templates, due diligence packages, acknowledgement forms, vendor setup materials, and other finance-related submissions.

Timely Reporting, Analysis, and Decision Support

· Support the preparation of accurate, timely recurring finance reports for the VP of Finance, leadership, and board-related needs as directed.

· Review reports, trackers, reconciliations, and schedules for unusual items, missing information, timing issues, and potential errors before they are escalated.

· Provide practical analysis and callouts on what the numbers are showing, including variances, late items, risks, and areas requiring leadership attention.

Reconciliations, Month-End Close, and Financial Records

· Support bank, credit card, account, and other reconciliations as needed.

· Assist with maintaining clean financial records in QuickBooks or other finance systems.

· Organize financial documentation for month-end close, audit preparation, reporting, and internal review.

· Work with the VP of Finance and other stakeholders to review and resolve discrepancies.

· Maintain a disciplined file structure so backup, approvals, schedules, reconciliations, and reports are easy to review.

Process Mapping, Documentation, and Consultant Transition

· Help build and maintain detailed process maps for core HCC finance cycles, including AP, AR, contracting, invoicing, grants, reporting, reconciliations, budgeting, and audit preparation.

· Document how finance interacts with regional leaders, program teams, development, operations, leadership, the board, vendors, funders, and external partners.

· Participate in the transition of recurring work from external consultants to HCC’s internal finance function by learning current processes, identifying gaps, and converting repeatable work into documented internal workflows.

· Help create SOPs, checklists, trackers, and workflow documentation that reduce confusion and make responsibilities clear.

Quality Control, Transparency, and Internal Controls

· Review work for accuracy, completeness, support, coding, timing, and consistency before it is finalized or escalated.

· Flag errors, missing items, or timing risks quickly and transparently; mistakes should be surfaced early, corrected, and used to improve the process.

· Support internal control improvements that reduce manual errors, unclear ownership, duplicate work, late reporting, and preventable rework.

Regional and Internal Stakeholder Coordination

· Support proactive finance coordination with regional and program teams, including revenue status, open AR items, questionable AP items, budget needs, and recurring finance questions.

· Help gather information from internal teams in a structured way so finance can be more proactive and less reactive.

· Maintain appropriate sensitivity around what information is shared, when it is shared, and whether leadership review is needed before distribution.

Required Qualifications

· At least 3-5 years of hands-on experience in bookkeeping, accounts payable, accounts receivable, invoicing, reconciliations, finance operations, accounting operations, or a closely related role.

· Experience using QuickBooks or similar accounting software and comfort learning adjacent finance systems.

· Strong Excel, Google Sheets, or spreadsheet skills, including the ability to maintain trackers, organize large amounts of financial information, and identify inconsistencies.

· Strong understanding of accounting fundamentals, documentation standards, reconciliations, and financial reporting support.

· High attention to detail, strong follow-through, and comfort being held accountable for accuracy and deadlines.

· Ability to work independently in a remote environment while staying responsive, communicative, and aligned with the VP of Finance.

· Comfort working in an environment where processes are being improved, documented, and transitioned from outside support to internal ownership.

· Ability to manage multiple priorities, communicate risks early, and escalate issues appropriately.

· Bachelor’s degree in accounting, finance, business, nonprofit management, or a related field preferred; candidates without a degree should bring substantial hands-on accounting or finance operations experience.

Preferred Qualifications

· Nonprofit finance experience, especially in a growing or multi-region organization.

· Experience with grant tracking, restricted funding, funder reporting, allowable cost documentation, and budget-to-actual reporting.

· Experience supporting audit preparation, month-end close, reconciliations, and financial documentation cleanup.

· Experience building finance calendars, SOPs, process maps, checklists, dashboards, or operating trackers.

· Experience supporting contract-to-invoice workflows, AR follow-up, AP routing, vendor records, W-9 collection, and payment documentation.

· Familiarity with remote collaboration tools such as Google Workspace, Microsoft Office, Notion, Monday.com, Salesforce, or similar systems.

Ideal Candidate Profile

· Reliable right hand: Someone who gives the VP of Finance more bandwidth by taking ownership of recurring work, following through, and communicating clearly before issues become problems.

· Taskmaster with judgment: Someone who can manage details, deadlines, trackers, and documentation while also understanding when something needs analysis, escalation, or a recommendation.

· Not afraid of hard work: Someone who understands that the first phase of this role will involve accounting-heavy, hands-on operational work and process cleanup.

· Transparent and accountable: Someone who calls out mistakes, missing information, timing risks, and process breakdowns quickly instead of allowing issues to sit unresolved.

· Process-minded builder: Someone who can help HCC move from informal or consultant-dependent processes to repeatable internal workflows, documentation, and controls.

· Collaborative communicator: Someone who can work with finance, operations, program teams, development, regional leaders, vendors, funders, and outside partners with professionalism and clarity.

Workload and Availability Expectations

This is a full-time role. The role may require increased availability during peak periods, especially during the summer internship cycle. Fall and winter periods may shift more toward budgeting, reporting, documentation, process improvement, and audit preparation.

Because the role is remote, the successful candidate must be highly responsive, organized, and proactive. Candidates should be clear about weekly availability.