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. 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 • Create and maintain Managed Services, Fixed-Price, and T&M contracts in the PSA. • 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 entering and manage vendor bills and purchase orders, preparing weekly AP runs and resolving vendor inquiries, and tracking credit-line usage and ensure 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 ** • Reconcile bank and credit-card accounts; support journal entries and accruals. • 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 finance and HR requests promptly. Qualifications: • Completion of or willingness to enroll in a Bookkeeper Certificate Program (e.g., SRJC Bookkeeper Certificate Program) or an Associate’s degree in Accounting, Finance, or related field. Experience • 3+ years in accounting support roles desired • 1+ year in a professional services environment is a plus. • 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 (Desired but not Required) • Prior experience in IT services or a managed service provider or professional services (legal, CPA etc.) setting desired. • Knowledge of California HR/payroll processes • Familiarity with audit support and regulatory filings (e.g., sales tax, e-waste). Compensation: $55,000 - $60,000 per year

• 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  • Create and maintain Managed Services, Fixed-Price, and T&M contracts in the PSA.  • 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 entering and manage vendor bills and purchase orders, preparing weekly AP runs and resolving vendor inquiries, and tracking credit-line usage and ensure 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  • Reconcile bank and credit-card accounts; support journal entries and accruals.  • 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 finance and HR requests promptly.  • Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager.