[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.ResponsibilitiesSupport the contract-to-invoice process by tracking signed agreements, billing terms, invoice timing, deliverables, payment terms, required documentation, and internal ownershipMaintain clear trackers showing contract status, invoicing status, documentation gaps, billing deadlines, outstanding items, and collection follow-up needsReview invoice support and partner/funder requirements before invoices are finalized to reduce avoidable errors and reworkMonitor receivables and maintain AR aging schedules or related tracking toolsSupport timely, professional follow-up on unpaid invoices in coordination with the appropriate program or relationship ownerIdentify collection delays, missing documentation, partner questions, or process gaps that may impact cash flowPrepare AR status updates and exception callouts for review with the VP of FinanceSupport AP processing, including vendor bills, approvals, coding, backup documentation, payment timing, and issue resolutionHelp ensure invoices have appropriate support and are routed to the correct internal approvers before paymentMaintain vendor records and assist with W-9s, vendor setup forms, payment verification, and other required documentationSupport clean payment records, audit-ready documentation, and timely follow-up on outstanding vendor or reimbursement itemsAssist with credit card or P-card expense tracking, receipt collection, coding, reconciliation support, and documentation of travel, events, and larger organizational purchasesAssist with tracking grant budgets, funding restrictions, reporting deadlines, allowable costs, supporting documentation, and required financial deliverablesMaintain a grant and funder reporting calendar that clearly identifies what is due, who owns it, what documentation is needed, and when it must be reviewedCoordinate with finance, program, development, and regional staff to ensure grant-related activity is properly tracked and supportedSupport preparation of funder financial materials, budget templates, due diligence packages, acknowledgement forms, vendor setup materials, and other finance-related submissionsSupport the preparation of accurate, timely recurring finance reports for the VP of Finance, leadership, and board-related needs as directedReview reports, trackers, reconciliations, and schedules for unusual items, missing information, timing issues, and potential errors before they are escalatedProvide practical analysis and callouts on what the numbers are showing, including variances, late items, risks, and areas requiring leadership attentionSupport bank, credit card, account, and other reconciliations as neededAssist with maintaining clean financial records in QuickBooks or other finance systemsOrganize financial documentation for month-end close, audit preparation, reporting, and internal reviewWork with the VP of Finance and other stakeholders to review and resolve discrepanciesMaintain a disciplined file structure so backup, approvals, schedules, reconciliations, and reports are easy to reviewHelp build and maintain detailed process maps for core HCC finance cycles, including AP, AR, contracting, invoicing, grants, reporting, reconciliations, budgeting, and audit preparationDocument how finance interacts with regional leaders, program teams, development, operations, leadership, the board, vendors, funders, and external partnersParticipate 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 workflowsHelp create SOPs, checklists, trackers, and workflow documentation that reduce confusion and make responsibilities clearReview work for accuracy, completeness, support, coding, timing, and consistency before it is finalized or escalatedFlag errors, missing items, or timing risks quickly and transparently; mistakes should be surfaced early, corrected, and used to improve the processSupport internal control improvements that reduce manual errors, unclear ownership, duplicate work, late reporting, and preventable reworkSupport proactive finance coordination with regional and program teams, including revenue status, open AR items, questionable AP items, budget needs, and recurring finance questionsHelp gather information from internal teams in a structured way so finance can be more proactive and less reactiveMaintain appropriate sensitivity around what information is shared, when it is shared, and whether leadership review is needed before distributionSkillsAt least 3-5 years of hands-on experience in bookkeeping, accounts payable, accounts receivable, invoicing, reconciliations, finance operations, accounting operations, or a closely related roleExperience using QuickBooks or similar accounting software and comfort learning adjacent finance systemsStrong Excel, Google Sheets, or spreadsheet skills, including the ability to maintain trackers, organize large amounts of financial information, and identify inconsistenciesStrong understanding of accounting fundamentals, documentation standards, reconciliations, and financial reporting supportHigh attention to detail, strong follow-through, and comfort being held accountable for accuracy and deadlinesAbility to work independently in a remote environment while staying responsive, communicative, and aligned with the VP of FinanceComfort working in an environment where processes are being improved, documented, and transitioned from outside support to internal ownershipAbility to manage multiple priorities, communicate risks early, and escalate issues appropriatelyBachelor'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 experienceNonprofit finance experience, especially in a growing or multi-region organizationExperience with grant tracking, restricted funding, funder reporting, allowable cost documentation, and budget-to-actual reportingExperience supporting audit preparation, month-end close, reconciliations, and financial documentation cleanupExperience building finance calendars, SOPs, process maps, checklists, dashboards, or operating trackersExperience supporting contract-to-invoice workflows, AR follow-up, AP routing, vendor records, W-9 collection, and payment documentationFamiliarity with remote collaboration tools such as Google Workspace, Microsoft Office, Notion, Monday.com, Salesforce, or similar systemsCompany OverviewHCC is dedicated for opportunities to students from under-represented backgrounds to discover and realize their full potential . It was founded in 1990, and is headquartered in Oakland, California, USA, with a workforce of 2-10 employees. Its website is https://www.healthcareers.org/.