What are the responsibilities and job description for the Finance Assistant position at Covenant House Florida Inc?
PURPOSE OF POSITION: Reporting to the Chief Finance and Operations Officer, the Finance Clerk is responsible for all Accounts Payable functions, petty cash and other payables, vendor management, and related financial support duties. This role ensures the accurate and timely processing of financial transactions, adherence to GAAP and internal controls, and supports the agency’s mission through diligent financial stewardship.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Covenant House Florida reserves the right to unilaterally modify, remove, or add to any of the following:
- Process and reconcile high-volume and complex invoices, ensuring correct coding, accruals, and approvals.
- Capture invoices electronically and maintain organized digital records in designated network folders.
- Prepare and execute payment runs, including checks, ACH, and wire transfers.
- Manage vendor relationships, respond to inquiries, and validate vendor setup/maintenance.
- Take advantage of vendor terms and discounts where applicable.
- Generate weekly AP aging reports and reconcile vendor statements.
- Prepare and post journal entries for employee business/travel expenses and AP adjustments.
- Support month-end and year-end close related to AP
- Petty Cash & Custodial Duties
- Replenish and reconcile petty cash funds and bus passes regularly.
- Maintain monthly Excel master files tracking deposits and withdrawals.
- Serve as custodian for Covenant House youth savings accounts, ensuring accurate cash flow tracking.
- Reconcile monthly corporate credit card statements and ensure receipt collection.
- Record all credit card transactions in Excel and upload journal entries to the General Ledger.
- Generate regular, recurring, and reversing journal entries via GL templates or Excel upload.
- Maintain all AP and financial records in compliance with GAAP, internal controls, and audit requirements.
- Support internal and external audits by providing requested reports and documentation.
- Identify opportunities to streamline AP processes and support AP automation or ERP optimization.
- Work closely with the CFO and other departments to resolve financial issues and provide accurate reporting.
- Ensure all written procedures for daily, monthly, and annual tasks are up-to-date.
- Perform additional duties to support the finance team as needed.
JOB REQUIREMENTS:
EDUCATION: | Bachelor’s degree in in Finance, Accounting, or closely related financial degree required |
EXPERIENCE: | Minimum of two (2) years of accounting experience in a similar position. A firm grasp of cost control principles, and Generally Accepted Accounting Principles (GAAP) Experience working in a social service environment and familiarity with non-profit accounting and best practices is preferred and considered a plus; |
SCHEDULE: | Working flexible hours as required to meet agency needs that may take place outside of regular Monday-Friday business hours; this may include evenings, weekends, and early mornings. |
SKILLS: | Must be a self-starter, goal oriented and team player with the ability to work independently and as part of a team. Ability to maintain accurate, organized records and written procedures for daily, monthly, and annual responsibilities. Excellent written, oral, and organizational skills. Detail-oriented and thoughtful attention to messaging and language. Comfort working with a diverse population with myriad backgrounds and experiences; must have awareness of and sensitivity to the needs of the youth that Covenant House Florida Serves |
TRANSPORTATION: | Must have a valid Florida Driver’s License with acceptable driving record. |
WORKING CONDITIONS: | The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may work occasionally in outside weather conditions. The noise level in the work environment is usually moderate to loud. Must be able to lift up to 20 lbs. Ability to work standing, walking, and/or sitting a minimum of 8 hours per day/shift. Some weekend/holiday work may be required. Ability to drive agency or personal vehicles to transport items and/or persons. Ability to travel as needed for training or to fulfill job requirements. |
SUPERVISORY DUTIES: | This position supervises an internal and in occasions, an external team |
EQUIPMENT USED: | Must be proficient in usage of MS Word, Excel, PowerPoint, Outlook, Google Office Suite, and internet-based software. |
Due to licensing requirements, Covenant House Florida applicants will not be permitted to begin employment service until they have been cleared by a Florida and national criminal background search. All applicants for employment will be responsible for the cost associated with instituting background checks and will be eligible for reimbursement after 90 days of service.
Equal employment opportunity and having a diverse staff are fundamental principles at Covenant House Florida. Employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, age, national origin, marital/parental status, political affiliation, citizenship, disability, genetic information, veteran/ military status, or any other protected characteristic as established under law.
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