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Position to Fill:
Bookkeeper – QuickBooks Payroll Setup & Ongoing Bookkeeping

Work Remotely: Yes
Status: Part-time, 20 hours/week
Schedule: US office hours, EST
VA Rate: $7.00 - 8.00/hour depending on experience
Visit Us: www.va-max.com

About the Role

We are seeking a highly skilled bookkeeper with advanced QuickBooks payroll expertise to build a small company's payroll system from the ground up. In the first phase, you will configure payroll in QuickBooks, ensure compliance with US federal and state requirements, and document the process. Once payroll is running smoothly, you will transition into the client's regular bookkeeping, including accounts payable and receivable, reconciliations, and monthly reporting.

Responsibilities:

Phase 1: Payroll Setup

• Configure QuickBooks Payroll (Online or Desktop) from scratch, including company setup, payroll preferences, pay schedules, and chart of accounts mapping
• Set up federal, state, and local payroll tax accounts and e-file/e-pay enrollment (IRS, state agencies, EFTPS)
• Create and configure employee and contractor records, including W-4/state withholding, I-9 tracking, direct deposit, and pay rates
• Set up earnings types, deductions, benefits, PTO policies, garnishments, and employer contributions
• Enter year-to-date balances and run historical or mid-year payroll conversions accurately when applicable
• Run test payrolls and reconcile results before go-live
• Establish payroll approval workflows and internal controls
• Document procedures and train the client on payroll processing

Phase 2: Ongoing Bookkeeping

• Process payroll on schedule and handle corrections, off-cycle runs, and terminations
• Prepare and reconcile payroll tax filings (Forms 941, 940, W-2, W-3, 1099-NEC, and state equivalents)
• Reconcile payroll liabilities to the general ledger each period
• Manage accounts payable and receivable, bank and credit card reconciliations
• Categorize transactions and maintain a clean, accurate chart of accounts
• Prepare monthly financial statements (P&L, balance sheet, cash flow)
• Support month-end close, year-end close, and tax preparer requests

Required Qualifications:

• 4+ years of professional bookkeeping experience, including at least 2 years focused on payroll
• Advanced, hands-on expertise setting up and managing payroll in QuickBooks (Online Payroll and/or Desktop Payroll)
• Proven experience configuring payroll for a new or small business from scratch
• Strong working knowledge of US payroll compliance: federal and multi-state withholding, FUTA/SUTA, worker classification, overtime and wage-hour rules, and filing deadlines
• Experience resolving payroll tax notices, penalties, and liability discrepancies
• Proficiency in full-cycle bookkeeping: AP/AR, reconciliations, journal entries, and financial reporting
• Exceptional attention to detail and a high standard of accuracy
• Excellent written and verbal communication, with the ability to explain payroll processes to non-accountants
• Reliable, self-directed, and comfortable working independently in a remote setting
• Ability to handle confidential employee and financial data with discretion

Technical Requirements:
LAPTOP OR DESKTOP
Primary:
Computer Processor: Core i5-8th gen / Ryzen 5
Computer Memory/RAM: at least 8.00 GB
Computer Operating System: at least Windows 10

Back-up:
Computer Processor: Core i3 – 8th gen or with any similar specs
Computer Memory/RAM: at least 8.00 GB

INTERNET CONNECTION:
Primary: running on 30 Mbps wired connection
Back-up: running at least 20 Mbps

Job Types: Part-time, Permanent

Benefits:

• Work from home

Application Question(s):

• Do you have working knowledge of US payroll compliance: federal and multi-state withholding, FUTA/SUTA, worker classification, overtime and wage-hour rules, and filing deadlines?
• Do you have experience resolving payroll tax notices, penalties, and liability discrepancies?
• Do you have experience in full-cycle bookkeeping: AP/AR, reconciliations, journal entries, and financial reporting?

Experience:

• QuickBooks (Online Payroll and/or Desktop Payroll): 2 years (Preferred)
• configuring payroll for a new or small business from scratch: 2 years (Preferred)
• professional bookkeeping: 4 years (Preferred)
• focused on payroll: 2 years (Preferred)

Work Location: Remote