[Hiring] Bookkeeping/ Payroll VA @Hunt St

Role Description

The Payroll and Accounts Admin supports the Finance function through accurate payroll administration, timely Xero reconciliations, and structured back-office finance processing. The role is responsible for:

• Preparing payroll and reconciliation work in line with established operating cycles.
• Maintaining clean and accurate records.
• Providing reliable support across finance administration workflows under the direction of the Finance Business Partner.

This role plays a key part in strengthening day-to-day finance execution, improving team continuity, and reducing the transactional workload for more senior finance team members.

Key Responsibilities

• Payroll Administration
  • Prepare payroll inputs in line with agreed payroll cycles and deadlines.
  • Validate timesheets, payroll codes, hours worked, classifications, and related payroll data before submission for review.
  • Process payroll administration tasks including leave entries, adjustments, payroll file preparation, payroll system uploads, superannuation checks, and post-payroll reconciliations.
  • Ensure payroll preparation is completed accurately and in accordance with internal controls, payroll processes, and applicable compliance requirements.
  • Flag late, incomplete, or incorrect payroll inputs promptly for review.
  • Maintain supporting payroll records, schedules, and working papers in a clear and audit-ready format.
  • Prepare payroll work for review and approval by the Finance Business Partner.
• Xero Reconciliations and Ledger Hygiene
  • Complete weekly reconciliations across bank accounts, payroll clearing accounts, wage control accounts, super clearing accounts, credit cards, supplier-related balances, inter-company accounts, inter-entity accounts, and other balance sheet accounts as allocated.
  • Maintain accurate and up-to-date records in Xero in line with CSA’s chart of accounts and reconciliation structure.
  • Follow agreed guidelines and apply updated procedures where required.
  • Investigate basic discrepancies and prepare clear supporting notes for review.
  • Escalate unresolved variances, account issues, or exceptions to the Finance Business Partner in a timely manner.
  • Maintain clean supporting schedules and reconciliation files to improve month-end readiness and financial hygiene.
• Finance Operations Support
  • Undertake structured cross-training to support continuity across invoice processing workflows during periods of leave or absence.
  • Provide backup support, when required and under supervision, across invoice uploads, Visual Care coding, service code alignment, bill creation in Xero, and related finance administration tasks.
  • Follow documented workflows, checklists, and handover instructions when providing coverage support.
  • Maintain accuracy, status visibility, and timely follow-through across any backup tasks performed.
  • Escalate issues, coding uncertainty, or workflow exceptions to the Finance Business Partner rather than resolving outside agreed process.
• Claims Cycle Support
  • Support the Claims Assurance and Receivables function through the preparation of Xero-based reports, extracts, and supporting data as requested.
  • Assist with updating trackers and finance support records where relevant.
  • Maintain accurate source data and finance system records to support claims, receivables, and reporting workflows.
  • Help reduce manual administrative burden on senior finance roles by ensuring finance data is current, accessible, and reliable.
  • Provide administrative support only, with accountability for final reporting, review, and presentation remaining with the relevant senior role.
• Process Discipline and Documentation
  • Follow documented finance processes, checklists, control steps, and standard operating procedures.
  • Maintain orderly and well-documented records across payroll, reconciliations, and finance support work.
  • Escalate issues early where deadlines, data quality, or process integrity are at risk.
  • Contribute to small process improvements that strengthen finance workflow reliability, consistency, and accuracy.

Qualifications

• Proven experience in bookkeeping and payroll administration (minimum 2+ years preferred).
• Experience working with small to mid-sized businesses.
• Strong understanding of Australian payroll processes and compliance (e.g., superannuation, tax obligations).
• Proficiency in accounting software (e.g., Xero, MYOB, or similar).
• High attention to detail and strong organizational skills.
• Ability to work independently and manage deadlines effectively.
• Experience in the healthcare or aged care industry (preferred but not required).

Work Arrangement & Expectations

• This is a remote role that will be set up as an independent contractor engagement.
• To ensure alignment and transparency, successful candidates will be expected to:
  • Disclose any existing ongoing roles or client work.
  • Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).
  • Have reliable internet access, technology, and backup options.