Medical Administrative Assistant - QuickBooks & Billing Support

<p><strong>Job Title: Medical Administrative Assistant – QuickBooks &amp; Billing Support</strong></p><p><strong>Position Type: </strong>Part-time (20 hours/week)</p><p><strong>Work Hours: </strong>9:00 AM – 1:00 PM CDT</p><p><strong>Work Days: </strong>Monday – Friday</p><p><strong>Salary:</strong> $5 – $6 per hour (depending on experience)</p><p><strong>Job Code:</strong> JP-Q</p><p><strong>Workplace: </strong>Remote</p><p><strong>Preferred Candidate Location: </strong>Philippines </p><p></p><h3>Scope of Work / Responsibilities</h3><p>We are looking for a detail-oriented and reliable Medical Administrative Assistant to support a growing consulting business with bookkeeping, invoicing, and administrative tasks.</p><p>This role is ideal for someone with strong QuickBooks experience, Excel skills, and billing knowledge, who can help streamline financial processes and ensure accurate tracking of billable hours.</p><p>The goal is to help the business owner save time, stay organized, and ensure accurate and timely client billing.</p><p></p><h3>Core Responsibilities</h3><p><strong>1. QuickBooks Management (Primary Priority)</strong></p><ul><li>Maintain and update financial records in QuickBooks</li><li>Perform data entry and transaction categorization</li><li>Ensure accurate and organized bookkeeping</li><li>Support general financial record-keeping</li></ul><p></p><p><strong>2. Invoice Generation &amp; Billing</strong></p><ul><li>Create and send professional invoices to clients</li><li>Manage billing for both flat-fee and hourly-based services</li><li>Ensure invoices are accurate and sent on time</li></ul><p></p><p><strong>3. Billable Hour Tracking</strong></p><ul><li>Track and log billable hours accurately</li><li>Maintain organized records of time worked</li><li>Ensure all billable work is captured for proper client billing</li></ul><p></p><h3>Additional Responsibilities</h3><ul><li>Support general administrative tasks as needed</li><li>Maintain spreadsheets and reports using Excel</li><li>Assist with organizing financial and client records</li><li>Coordinate tasks based on business needs and travel schedule</li></ul><p></p><h3>Systems &amp; Tools Used</h3><ul><li>QuickBooks (Required)</li><li>Microsoft Excel / Google Sheets</li><li>General administrative tools</li><li>ECW (nice to have, but not required)</li></ul><p><strong>Requirements</strong></p><h3>Experience Requirements</h3><ul><li>Previous experience as a Virtual Assistant or Administrative Assistant preferred</li><li>Strong experience with QuickBooks (required)</li><li>Experience with invoice creation and billing workflows required</li><li>Healthcare background preferred but not required</li><li>HIPAA Certification required</li></ul><p></p><h3>Required Skills</h3><p><strong>QuickBooks Expertise (Non-Negotiable)</strong></p><ul><li>Experience with data entry, categorization, and financial tracking</li></ul><p></p><p><strong>Billing &amp; Invoicing Experience</strong></p><ul><li>Experience managing multiple billing models (flat fee + hourly)</li><li>Strong attention to detail in financial documentation</li></ul><p></p><p><strong>Excel Proficiency</strong></p><ul><li>Comfortable managing spreadsheets and tracking data</li></ul><p></p><p><strong>Organization &amp; Accuracy</strong></p><ul><li>Strong attention to detail</li><li>Ability to manage multiple financial and admin tasks</li></ul><p></p><p><strong>Independent Work Style</strong></p><ul><li>Able to work without constant supervision'</li></ul><p></p><h3>Deal Breakers</h3><ul><li>No QuickBooks experience</li><li>No HIPAA certification</li><li>Inability to work during required hours or adjust to travel sched</li><li>Poor attention to detail in financial or billing tasks</li></ul><p></p><h3>Basic requirements</h3><ul><li>Must be proficient in speaking and writing English very clearly</li><li>Must have relevant work experience</li><li>Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]</li><li>Must be available for video meetings with your camera on (when needed)</li></ul><p></p><h3>Technical requirements</h3><ul><li><strong>Device: </strong>Reliable laptop or desktop computer.</li><li><strong>Internet:</strong> High-speed connection (minimum 10 Mbps).</li><li><strong>Audio: </strong>Noise-canceling headset.</li><li><strong>Video:</strong> Webcam for virtual meetings.</li><li><strong>Workspace: </strong>Quiet, professional environment.</li></ul><p><strong>Benefits</strong></p><ul><li>Dedicated HR &amp; Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.</li><li>Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.</li><li>HIPAA &amp; Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.</li><li>Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.</li><li>Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.</li><li>Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.</li><li>Access to Tools &amp; Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.</li><li>Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.</li></ul><p></p><p><em>These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.</em></p>