Finance & Bookkeeping Assistant (part time)

Overview:

We’re looking for a detail‑oriented Part‑Time Finance & Bookkeeping Assistant to keep Civil CFO’s internal finances clean, current, and organized. In this role, you’ll own our day‑to‑day internal finance operations: managing Ramp spend, coordinating vendor payments, supporting payroll, and keeping our books and files ready for our outsourced bookkeeping team.

If you enjoy checklists, accuracy, and making financial chaos disappear so others can focus on higher‑level work, this role is for you.

Key Responsibilities:

• Monitor and manage Ramp transactions 2–3x per week (review charges, attach receipts, add memos, and ensure correct coding per our rules).
• Proactively chase missing receipts from team members and maintain high receipt‑completion rates.
• Prepare and organize vendor bills (AP inbox, uploads to Ramp/QBO), maintain an up‑to‑date AP list, and schedule vendor payments for leadership approval.
• Support payroll administration in Gusto (enter reimbursements, review payroll for accuracy, save payroll reports to Google Drive).
• Pull standard QuickBooks Online reports (P&L, Balance Sheet, expense by category, etc.) and save them in the correct monthly folders.
• Update simple Google Sheets tracking / dashboards using data exported from QBO.
• Maintain clean, consistent file organization in Google Drive for financial documents (bills, contracts, payroll reports, bank statements).
• Coordinate with our outsourced bookkeeping firm by providing documents, answering questions, and clearing outstanding items quickly.
• Follow and improve written checklists for weekly, bi‑weekly, and month‑end internal finance processes.
  
  

Requirements:

• 2+ years of experience in bookkeeping, accounting support, or finance operations.
• Working knowledge of basic accounting concepts (AP, expenses, receipts, reconciliations).
• Experience with QuickBooks Online or similar accounting software.
• Comfortable working in tools like Ramp, Gusto, Google Workspace, and Slack (or similar).
• High attention to detail and accuracy with financial data.
• Strong organizational skills and comfort working from repeatable checklists.
• Ability to handle confidential financial information with discretion.
• Able to work in our Dallas office 2–3 days per week (approximately 10 hours per week).
  
  

Nice to Have:

• Experience managing corporate cards and receipts (Ramp, Brex, Divvy, or similar).
• Prior experience supporting a small professional services firm (consulting, agency, finance, etc.).
• Familiarity with basic Excel/Google Sheets formulas (sum, filters, simple lookups).
• Experience working with or alongside an outsourced bookkeeping firm.

What We Offer:

• Hourly compensation: approximately $24–$30/hour W2, depending on experience.
• Part‑time, consistent hours (around 10 hours per week) with a predictable schedule.
• In‑office environment with a small, focused team that values excellence and ownership.
• Clear processes, expectations, and KPIs so you know what success looks like.