Finance Support Specialist

Finance Support Specialist Job Description

Position Summary

The Finance Support Specialist provides day-to-day bookkeeping and data entry support to the Finance Department under the direct supervision of the Finance Manager. This on-site, part-time position is primarily responsible for entering accounts payable and accounts receivable transactions into the Agency's financial accounting software and posting invoices to the general ledger. The Finance Support Specialist works within the Agency's established internal controls and does not have independent authority to set up vendors, approve disbursements, or reconcile bank accounts.

Essential Duties & Responsibilities

Accounts Payable & Accounts Receivable Data Entry: Enters vendor invoices into the Agency's financial accounting software (e.g., Sage) and posts approved invoices to the general ledger. Enters accounts receivable transactions and posts revenue and payments received, as directed by the Finance Manager. Prepares invoice batches and supporting documentation for the Finance Manager's review and approval prior to payment. Maintains organized, audit-ready files of invoices, receipts, and supporting documentation.

Payroll Support for General Ledger Purposes: Pulls payroll summary and payroll register reports from the Agency's payroll system (e.g., ADP) to support general ledger entries. Provides payroll summary data to the Finance Manager for payroll-related journal entries and cost allocation. Does not process, approve, enter, or have the ability to modify payroll transactions; payroll processing and approval remain the responsibility of the Finance Manager.

General Bookkeeping & Recordkeeping: Performs routine data entry into the general ledger and subsidiary ledgers. Files and organizes financial records, invoices, and supporting documentation in accordance with Agency recordkeeping policies. Assists in preparing documentation for month-end close, audits, and grant monitoring reviews as requested. Helps maintain vendor files (e.g., W-9s, contracts) under the direction of the Finance Manager.

Administrative & Departmental Support: Provides general administrative and clerical support to the Finance Manager and Finance Department. Responds to routine inquiries regarding invoice or payment status, referring more complex questions to the Finance Manager. Performs other related duties as assigned by the Finance Manager.

General Qualifications: The successful candidate must be detail-oriented, organized, and comfortable with high-volume, repetitive data entry work. Must be reliable and able to work on-site at Agency Headquarters during scheduled hours, with limited hybrid work as approved by the Finance Manager. Must maintain strict confidentiality regarding financial, payroll, and vendor information. Must be willing to follow established procedures and internal controls without independent authority to approve payments, set up vendors, or complete bank reconciliations, consistent with the Agency's separation-of-duties requirements. Must be comfortable working under direct supervision and escalating questions or discrepancies to the Finance Manager.

Supervisory Responsibilities: The Finance Support Specialist does not supervise other staff and has no independent signature or approval authority. This position works under the direct supervision of the Finance Manager, who reviews and approves all data entry, invoice processing, and financial transactions performed by this role.

Knowledge, Skills, and Abilities

Data Entry and Accuracy: Ability to accurately and efficiently enter high volumes of financial transactions with strong attention to detail.

Knowledge of Basic Bookkeeping Principles: Working understanding of accounts payable, accounts receivable, and general ledger concepts.

Software Proficiency: Ability to learn and use financial accounting and payroll software (such as Sage and ADP) and standard office software (e.g., Excel).

Organizational Skills: Ability to maintain accurate, well-organized financial records and supporting documentation.

Confidentiality and Integrity: Ability to handle sensitive financial and personnel information with discretion and to follow internal control procedures designed to safeguard Agency funds.

Communication Skills: Ability to communicate clearly with vendors, staff, and the Finance Manager regarding routine invoice and payment matters.

Minimum Qualifications

Education: High school diploma or equivalent required; coursework or certification in accounting, bookkeeping, or a related field preferred.

Experience: At least one (1) year of bookkeeping, accounts payable/receivable, or general data entry experience preferred. Experience with financial accounting software (such as Sage) and payroll systems (such as ADP) preferred.

Preferred Qualifications: Experience within a nonprofit or Community Action Agency setting. Familiarity with grant-funded or fund accounting. Proficiency in Microsoft Excel.

Equivalency Statement: Equivalent combinations of education and experience may be considered; however, candidates must demonstrate sufficient data entry accuracy and attention to detail to perform the essential functions of this position.

Physical Requirements: Work requires sitting for extended periods and regular use of a computer keyboard and office equipment. May require occasional lifting and carrying of files or supplies up to 20 pounds.

Work Environment: Work is performed primarily on-site in an office setting at Agency Headquarters. The position requires regular, in-person attendance during scheduled hours; limited hybrid work may be permitted with Finance Manager approval.

Work Conditions: Work is performed during standard business hours, up to 25 hours per week (approximately 5 hours per day). Work is largely computer-based and involves regular contact with Finance Department staff, vendors, and, occasionally, program staff regarding invoice or payment inquiries.

Confidentiality Statement

This position has regular access to sensitive financial, vendor, and payroll information. The employee is required to maintain strict confidentiality and protect this information in accordance with Agency policies, applicable federal and state laws, and privacy requirements. Unauthorized disclosure, misuse, or inappropriate sharing of confidential information may result in disciplinary action up to and including termination of employment.

Compliance and Regulatory Requirements

This position performs designated accounting data-entry functions within the internal control structure established under 2 CFR Part 200 (Uniform Guidance). To maintain adequate separation of duties, this position does not set up new vendors in the accounting system, approve or sign disbursements, perform bank reconciliations, or approve journal entries; these functions are reserved for the Finance Manager or other designated staff. The employee is responsible for following Agency financial policies and procedures and promptly reporting any discrepancies or concerns to the Finance Manager.

Disclaimer

This position description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities. Duties may change based on agency and program needs.

FLSA Classification Justification

This position is classified as Non-Exempt under the Fair Labor Standards Act. The role is paid on an hourly basis, is part-time (up to 25 hours per week), and its duties are primarily clerical and data-entry in nature rather than executive, administrative, or professional, consistent with non-exempt status.

Reasonable Accommodation:

The Anne Arundel Community Action Agency is committed to providing equal employment opportunities to all individuals, including individuals with disabilities. In accordance with the Americans with Disabilities Act (ADA), the agency will provide reasonable accommodations to qualified individuals with disabilities to perform the essential functions of this position, unless doing so would cause undue hardship. The essential functions and physical requirements described in this position description are representative of those that must be met, with or without reasonable accommodation.

Pay: $25.00 per hour

Expected hours: No more than 25.0 per week

Application Question(s):

• Do you hold any accounting or bookkeeping-related certifications?

Education:

• High school or equivalent (Required)

Experience:

• accounting or bookkeeping: 1 year (Required)

Ability to Commute:

• Annapolis, MD 21401 (Required)

Work Location: In person

Salary : $25