Portola Systems is a managed service provider serving SMB and public-sector clients across the San Francisco Bay Area. We are seeking a detail-oriented, collaborative Finance & Administrative Specialist to support our finance and administrative operations. Reporting to the Finance Manager, this role is responsible for day-to-day bookkeeping, contract administration, payroll, benefits coordination, and related administrative functions. This is a high-precision, task-focused role best suited for a well-organized professional who thrives in a collaborative support environment. This is a hybrid remote and on-site position based in Sonoma County. On-site presence is preferred; however, 100% remote arrangements will be considered for qualified candidates. Only currently considering candidates in California and Oregon. Responsibilities: Accounts Receivable & Billing • Generate daily hardware/software invoices in QuickBooks Online (QBO) and the Professional Services Automation & Billing System (PSA). • Prepare and release monthly recurring service and project billing. • Track customer deposits and ensure timely, accurate revenue recognition. • Reconcile PSA and QBO to confirm billing accuracy and timing. Contract Administration • Monitor contract expirations, discounts, and renewals. • Coordinate with Sales and Service teams for client onboarding and compliance documents such as Certificates of Insurance (COIs). Accounts Payable • Provide backup support to AP Clerk by preparing weekly AP runs and resolving vendor inquiries, tracking credit-line usage, and ensuring proper approvals. Payroll & HR Support • Verify timesheets and process bi-weekly payroll, including certified payroll. • Coordinate health, dental, HSA, 401(k), and other benefit enrollments and changes. • Assist with onboarding/offboarding, personnel records, and responding to HR-related questions. Month-End & Compliance • Assist with monthly close and state/local tax filings. • Support preparation of 1099s and year-end audit documentation. Administrative Operations • Manage calendars and trackers for contract renewals, licenses, and benefits. • Respond to internal HR requests promptly. • Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager. Qualifications: Education/Training • Completion of a Bookkeeper Certificate Program (e.g., SRJC Bookkeeper Certificate Program) or an Associate’s degree in Accounting, Finance, or a related field. Experience • 5+ years in accounting support roles desired. • 1+ years in a professional services environment is a plus. • Management experience a plus. • Management of insurance and bonding policies. • Hands-on use of QuickBooks Online (QBO) and a Professional Services Automation & Billing System. • Payroll and basic HR/benefits administration for teams under 30 employees. • Experience with customer contracts and administrative compliance tracking. Skills • Proficient in Microsoft Office, especially Excel, Outlook, and Teams. • Strong task and time management skills with a high degree of accuracy. • Clear written and verbal communication skills across teams. • Ability to manage confidential financial and personnel information with discretion. Preferred Attributes • Prior experience in IT services or a managed service provider setting. • Knowledge of California HR/payroll requirements. • Familiarity with audit support and regulatory filings (e.g., sales tax, e-waste). Compensation: $70,000 - $80,000 yearly

• Accounts Receivable & Billing • Generate daily hardware/software invoices in QuickBooks Online (QBO) and the Professional Services Automation & Billing System (PSA). • Prepare and release monthly recurring service and project billing. • Track customer deposits and ensure timely, accurate revenue recognition. • Reconcile PSA and QBO to confirm billing accuracy and timing.Contract Administration • Monitor contract expirations, discounts, and renewals. • Coordinate with Sales and Service teams for client onboarding and compliance documents such as Certificates of Insurance (COIs).Accounts Payable • Provide backup support to AP Clerk by preparing weekly AP runs and resolving vendor inquiries, tracking credit-line usage, and ensuring proper approvals.Payroll & HR Support • Verify timesheets and process bi-weekly payroll, including certified payroll. • Coordinate health, dental, HSA, 401(k), and other benefit enrollments and changes. • Assist with onboarding/offboarding, personnel records, and responding to HR-related questions.Month-End & Compliance • Assist with monthly close and state/local tax filings. • Support preparation of 1099s and year-end audit documentation.Administrative Operations • Manage calendars and trackers for contract renewals, licenses, and benefits. • Respond to internal HR requests promptly. • Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager.