Administrative Assistant – QuickBooks Desktop

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TYPE OF WORK

Full Time

SALARY

600-800

HOURS PER WEEK

40

DATE UPDATED

Aug 20, 2026

JOB OVERVIEW

Government Programs Administrative Assistant – QuickBooks Desktop

Snappath is looking for a full-time Administrative Assistant to join our internal team and support the day-to-day administrative and payment operations of our government programs and services marketplace.

This is primarily an administrative position, not a traditional bookkeeping role. However, strong hands-on experience with QuickBooks Desktop is an absolute requirement.

Our company works with service providers across various government-related programs and projects. QuickBooks Desktop is a key part of our internal workflow for managing provider accounts, project-related invoices, charges, and payments. Because of this, the person joining our team must already be comfortable navigating and working extensively within QuickBooks Desktop — NOT QuickBooks Online.

Responsibilities
Handle general administrative and virtual assistant responsibilities.
Manage emails, scheduling, follow-ups, and day-to-day correspondence.
Contact providers, customers, and other parties regarding documentation, payments, and outstanding items.
Submit and organize documents, forms, and other administrative information.
Assist with maintaining organized records for different government programs and projects.
Work extensively within QuickBooks Desktop as part of daily operations.
Create, review, and send invoices through QuickBooks Desktop.
Record and process customer/provider payments.
Track outstanding invoices and follow up regarding payments when necessary.
Maintain accurate records for different providers and projects.
Properly associate invoices, charges, and payments with the appropriate project or provider.
Help organize projects where multiple invoices or charges may fall under one larger government-related project.
Review account information and identify missing payments, incorrect allocations, or other discrepancies.
Maintain accurate administrative and payment records across our internal systems.
Requirements
Strong QuickBooks Desktop experience is REQUIRED.
Applicants with experience only in QuickBooks Online will not qualify unless they also have substantial QuickBooks Desktop experience.
Comfortable creating invoices, recording payments, reviewing customer accounts, and navigating project/customer information within QuickBooks Desktop.
Strong administrative and organizational skills.
Previous experience as a Virtual Assistant, Administrative Assistant, Office Assistant, or similar role.
Excellent written English and professional communication skills.
Comfortable handling email correspondence and communicating directly with providers and customers.
Strong attention to detail and ability to keep multiple projects and accounts organized.
Ability to work independently and follow established processes.
Comfortable learning government-program-specific workflows and terminology.

Previous government program or government contracting experience is a plus, but NOT required. We are primarily looking for someone with excellent administrative skills and genuine, hands-on QuickBooks Desktop experience.

SKILL REQUIREMENT
Quickbooks English Speaking Administrative Support
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