Finance Assistant

Job Description

Position Summary: Under the direction of the Director of Finance & HR, the Finance Assistant supports the Finance and Human Resource Department functions to achieve organizational goals and to ensure that the agency’s compliance obligations are met.  

The ideal candidate possesses a solid ethical framework and understanding of confidentiality, and has demonstrated integrity, accountability and a strong work ethic in prior work experience.

Knowledge, Skills, Abilities

• Ability to utilize software and work with databases; some experience preferred

• Ability to multi-task, meet pressing deadlines and anticipate needs

• Ability to maintain confidentiality

• Ability to work independently and autonomously

• Ability to coordinate work with others

• Excellent verbal, written, and in-person communication skills

• Excellent computer skills and superior knowledge of all MS Office Suite programs; accurate reporting skills

• Excellent planning, organization, interpersonal, and customer service skills

• Excellent problem solving, interpersonal skills, and attention to detail

• Willingness to learn new tasks and implement changes when needed

Position Specifics

HR Responsibilities include:

1. Assists during the pre- and post-hiring process

• Manages and maintains job postings
• Ensures timely response to questions from department leaders, applicants, and new hires
• Coordinates scheduling of phone screens, interviews, and new hire orientation; ensuring receipt of all reviewed and interviewed candidates’ resumes

1. Assists in the orientation and onboarding process

• Conducts new employee orientation
• Prepare materials for employee onboarding
• Assists in administering and updating employee benefits

1.  Provide general support for HR

• Maintains employee personnel files and assists with ongoing audits
• Assists in compiling information to ensure agency compliance
• Assists in benefits administration and maintenance

Finance Responsibilities include:

1. Perform accounts payable functions

• Process all incoming invoices and distribute them to appropriate staff for approval
• Verify completeness and accuracy of all vouchers, check requests, and employee expense reports
• Process weekly disbursements
• Prepare journal entries for accounts payable
• Reconcile benefit invoices to payroll records
• Comply with established internal control practices and procedures to ensure proper management of financial transactions

1. Provide general support Accounting

• Assist in payroll administration as backup
• Maintain transactions in QuickBooks Online
• Post Payroll Entries
• Post Benefit Entries
• Coordinate the preparation of quarterly IRS, wage, and 941 reports.
• Assist with the preparation of Yearly W-2’s, 1099’s, ACA

Additional attributes and experience:

• Knowledge of QuickBooks Online
• Ability to enter and process weekly A/P, reference PO numbers and match invoices
• Ability to complete journal entries, including payroll and month end close.
• Assist month end close, as well as, year-end close.
• Keeps Financial Controller updated with ongoing projections
• Knowledgeable with uploading credit card transactions and collecting receipts
• Assist with biweekly payroll processing for two entities
• Attendance: works as scheduled and is compliant with Attendance and Tardiness Policy.
• Perform all other duties as assigned.
• Experience with an HRIS/Time keeping systems

Minimum Education and Experience

Associate’s degree in Human Resources, Finance or Accounting and/or at least one year of related experience or an equivalent combination of experience and training.