Part-Time Bookkeeper & Client Accounts Coordinator

About Animal Care Alliance

Animal Care Alliance (ACA) is a nonprofit veterinary clinic and wildlife rehabilitation organization dedicated to providing affordable veterinary care, promoting animal welfare, and strengthening the bond between people and their pets.

We are seeking an experienced, detail-oriented Part-Time Bookkeeper & Client Accounts Coordinator to oversee our bookkeeping responsibilities and assist clients with outstanding balances and payment options.

This position offers flexible scheduling and the opportunity to work primarily from home while making a meaningful contribution to a community-focused nonprofit organization.

Key Responsibilities

Bookkeeping & Financial Management

• Process weekly payroll using QuickBooks Online and ensure accurate, timely payroll tax payments.
• Record and categorize income, deposits, vendor invoices, and expenses.
• Track daily income and maintain accurate financial records.
• Reconcile bank accounts and complete monthly and year-end closing procedures.
• Monitor accounts payable and ensure timely vendor payments.
• Prepare financial reports for management and the Board of Directors.
• Complete quarterly Indiana unemployment insurance wage reports and verify payroll tax compliance.
• Prepare and distribute annual W-2 and applicable 1099 forms.
• Coordinate with the organization's accountant on IRS Form 990 preparation.
• Assist with annual budgeting, workers' compensation audits, and other financial reporting requirements.
• Maintain organized, confidential financial and payroll records.

Accounts Receivable & Client Financial Assistance

• Manage an existing backlog of outstanding client balances while establishing an organized process for ongoing accounts receivable follow-up.
• Review and prioritize overdue accounts using our veterinary practice management software.
• Contact clients professionally and compassionately regarding outstanding balances.
• Explain available financing and payment plan options, including CareCredit, VetBilling, and Varidi.
• Assist clients with payment plan applications and enrollment.
• Document client communications, payment arrangements, and follow-up activities.
• Monitor newly overdue balances to help prevent additional accounts from becoming significantly past due.
• Provide regular accounts receivable reports and updates to management.
• Work collaboratively with clinic leadership to improve financial processes while maintaining ACA's commitment to accessible veterinary care.

Qualifications

Required

• Previous professional bookkeeping or accounting experience.
• Experience with payroll processing, bank reconciliations, and financial recordkeeping.
• Strong computer skills and ability to learn new software.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently, manage deadlines, and maintain confidentiality.
• Professional, patient, and compassionate approach to client financial discussions.

Preferred

• Experience with QuickBooks Online.
• Experience with nonprofit accounting or financial reporting.
• Familiarity with accounts receivable management and payment processing.
• Experience with veterinary practice management software.

Schedule &

Work Environment

This part-time position offers flexible scheduling, with approximately 15–25 hours per week depending on bookkeeping deadlines and accounts receivable workload.

The position will initially require more time working on-site at our Richmond, Indiana clinic to allow for training, familiarization with our financial systems and procedures, and collaboration with management.

As the employee becomes comfortable with their responsibilities and demonstrates the ability to work independently, the position may transition to a primarily remote arrangement, with occasional on-site visits as needed.

We value flexibility and are open to developing a schedule that works well for both the employee and the organization. Ongoing accounts receivable responsibilities provide opportunities for more consistent weekly hours for candidates who prefer a regular schedule.

Why Join Animal Care Alliance?

At Animal Care Alliance, financial management is about more than balancing the books. It helps us continue providing affordable veterinary care to families who need it.

This position offers an opportunity to use your financial and organizational skills to support both the sustainability of our nonprofit and the people and animals we serve.

Pay: $25.00 - $27.00 per hour

Expected hours: 15.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Richmond, IN 47374