Financial Administrative Assistant

Health Information Partners (HIP) is currently seeking a detail-oriented and reliable Financial Administrative Assistant to support our payroll, invoicing, and administrative operations. This role is ideal for someone who enjoys working with numbers, ensuring accuracy, and maintaining organized records. As a key member of our administrative team, you will manage a variety of clerical and financial tasks, support office management, and deliver exceptional customer service. Your enthusiasm, organizational skills, and proficiency with office software will help keep our operations running seamlessly and efficiently. This is an exciting opportunity for someone eager to contribute to a vibrant workplace while developing their administrative and financial skills.

Key Responsibilities:

Payroll Administration

• Accurately process payroll for all employees on schedule, ensuring compliance with company policies and timelines.
• Verify employee hours, deductions, and benefits before submission.
• Maintain compliance with federal and state tax regulations, including proper withholding and reporting.
• Assist with resolving payroll discrepancies and respond to employee inquiries regarding pay.
• Keep payroll records organized and up to date for auditing and reporting purposes.

Client Invoicing

• Prepare and send invoices to clients according to their specific billing schedules.
• Review invoices for accuracy, including services rendered, rates, and payment terms.
• Track outstanding invoices and follow up on overdue payments promptly.
• Alert your supervisor regarding invoices that are significantly past due and assist in collection efforts if needed.
• Maintain confidentiality and accuracy in all financial transactions and client records.
• Support the finance team with reconciliations and reporting related to invoicing.

Administrative Support

• Schedule and organize internal meetings, training sessions, and interviews.
• Assist with interview scheduling and coordination, and support timely communication with candidates and new hires throughout the onboarding process.
• Monitor and manage internal communications to ensure timely responses and clarity.
• Serve as a point of contact for inquiries related to payroll, invoicing, and administrative matters.
• Respond to emerging priorities and provide flexible support as needed to ensure smooth operations.
• Organize and maintain the company equipment log, ensuring accurate tracking of issued, returned, and in-use equipment.
• Coordinate the shipping and return of company equipment for employees, including preparing shipments, tracking deliveries, and confirming receipt.

Qualifications

• Must reside in or near Orange County, CA.
• Previous experience in payroll, invoicing, or accounting support preferred.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Word) and familiarity with Paycom payroll software is a plus.
• Demonstrated time management skills with the ability to handle multiple tasks efficiently.
• Excellent communication skills and a commitment to accuracy.
• Maintain a consistent schedule during business hours to ensure timely payroll and invoice submissions

Candidates will:

• Successfully pass a background check and drug screening

What We Offer:

• Competitive hourly rate or salary (to be discussed during the hiring process)
• Flexible scheduling to accommodate your availability
• Remote work environment with access to support and resources
• Opportunities for professional growth and development
• A collaborative and supportive team culture

About Health Information Partners: At HIP, we are dedicated to excellence in health information management. Our team values collaboration, professionalism, and the unique skills each member brings to the table. We strive to create a positive and rewarding work environment for all our employees.

How to Apply: If you’re ready to bring your expertise to a dynamic and supportive team, we’d love to hear from you! Submit your application and updated resume to Careers@hip-inc.com today.

Pay: $26.00 - $28.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• Have you ever worked with Paycom (on the employer side or the employee side)?
• Have you assisted with payroll processing or vendor invoicing before? If so, what was your role?
• Have you ever worked remote?
• Are you available to work during normal business hours? Pacific Time Zone
• What is your expected hourly rate?

Location:

• Orange County, CA (Required)

Work Location: Remote