[Remote] Senior Finance Operations Specialist

Note: The job is a remote job and is open to candidates in USA. 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, and financial documentation while serving as a finance operations partner to the Vice President of Finance.

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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

Skills

• 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
• 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

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