Accountant and Office Administration

Hale Foundation; United States; Remote; USD 70,000 - 90,000; Full time

Job summary

Hale Foundation is seeking an experienced Accountant & Payroll Specialist to manage end-to-end accounting operations and complex NDIS/healthcare invoicing in a fully remote role. You will work directly with Xero and ShiftCare, ensuring accurate payroll processing and compliant invoicing while maintaining strong financial controls.

The ideal candidate has 2+ years in accounting and payroll, with proficiency in Xero and a background in Australian healthcare or NDIS providers.

Qualifications

• 2+ years of experience in core accounting, bookkeeping, and payroll management.
• Experience handling Australian clients, NDIS providers, or healthcare organizations is highly regarded.

Responsibilities

• End-to-End Payroll Management: Process weekly/fortnightly payroll runs, calculate shift penalties, overtime, allowances, and superannuation; reconcile payroll clearing accounts.
• NDIS Invoicing & Billing: Generate, review, and issue accurate billing schedules via ShiftCare and Xero for plan managers, NDIA portals, and self-managed participants.
• Reconciliation & General Ledger: Daily/weekly bank reconciliations in Xero; manage accounts payable and accounts receivable; follow-ups on aging, disputes.
• ShiftCare CRM Audit: Cross-match hours and timesheets against billed items and payroll entries to eliminate discrepancies.
• Financial Reporting & BAS Preparation: Assist in preparing management accounts, cash flow monitoring, PAYG summaries, and BAS reconciliations.
• Compliance & Documentation: Ensure adherence to Australian record-keeping standards and NDIS price limits.

Skills

Payroll management

Attention to detail

English communication

Independent remote work

Education

Bachelor's or Master's in Commerce/Accounting/Finance

CA qualifications preferred

Tools

Xero

ShiftCare

Job description

We are seeking an experienced, detail-oriented Accountant & Payroll Specialist to manage end-to-end accounting operations, complex NDIS/healthcare invoicing, and payroll reconciliations.
In this fully remote position, you will work directly across Xero and our disability care CRM, ShiftCare. Due to the strict compliance frameworks of NDIS claiming and payroll accuracy, this role requires high focus, structured analytical rigor, and a zero-tolerance approach to errors.

Role & Responsibilities

• End-to-End Payroll Management: Process weekly/fortnightly payroll runs, calculate accurate shift penalties, overtime, allowances, and superannuation, and reconcile payroll clearing accounts against bank feeds.
  
• NDIS Invoicing & Billing: Generate, review, and issue accurate billing schedules via ShiftCare and Xero for plan managers, NDIA-managed portals, and self-managed participants.
  
• Reconciliation & General Ledger: Perform daily and weekly bank reconciliations in Xero, manage accounts payable (supplier bills, subcontractor invoices) and accounts receivable (prompt aging follow-ups and claim disputes).
  
• ShiftCare CRM Audit: Cross-match rostered hours, timesheet submissions, and caregiver shift notes against billed line items and payroll entries to eliminate discrepancies.
  
• Financial Reporting & BAS Preparation: Assist in preparing periodic management accounts, cash flow monitoring, PAYG withholding summaries, and BAS reconciliations.
  
• Compliance & Documentation: Ensure strict adherence to Australian record-keeping standards, company financial policies, and NDIS price limits.
  

Preferred Candidate Profile

• Experience: 2+ years of solid experience in core accounting, bookkeeping, and payroll management (prior experience handling Australian clients, NDIS providers, or healthcare organizations is highly regarded).
  
• Software Proficiency: Hands-on mastery of Xero (payroll, bank rules, GL) is mandatory; familiarity with ShiftCare or similar care management CRMs is a major advantage.
  
• Education: Bachelors or Masters degree in Commerce, Accounting, or Finance (CA qualifications preferred).
  
• Skills & Competencies:
  • Exceptional attention to detail and reconciliation accuracy.
    
  • Clear, professional written and verbal English communication.
    
  • Strong self-management, integrity, and comfort working independently in a remote environment.
    
• Work Setup & Hours:
  • Must have a reliable high-speed internet connection, dedicated home workstation, and continuous power backup.
    
  • Able to adhere to the designated working schedule: Monday to Friday (8:00 AM 7:00 PM) with a 1-hour lunch break, and Saturday (8:00 AM - 12:00 PM).