Finance and Administrative Specialist

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.
• Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager.

• 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).
• Familiarity with prevailing wages / DIR / Public Works requirements.

$55,000 - $60,000 per year

About Portola Systems Inc.

Portola Systems is a Sonoma County-based managed IT services provider supporting SMBs and public-sector clients throughout the Bay Area. Since 1994, we've delivered secure, scalable technology solutions with a focus on long-term partnerships. Our mission is to help clients work smarter with reliable, personalized support. Clients describe us as "brilliant engineers with outstanding support" and praise our "can-do, here-to-help approach." We value integrity, responsiveness, and teamwork. With under 30 team members, we blend the deep expertise of a larger firm with the agility and care of a boutique provider. We foster a collaborative, growth-minded culture where people feel trusted and empowered. Joining Portola means being part of a tight-knit team that thrives on solving complex challenges and delivering excellence to the communities and businesses we serve.