Financial Operations Specialist

Role Purpose

The Financial Operations Specialist serves as the technical foundation of client financial operations, ensuring accurate transaction processing, reconciliations, and financial data management. This role combines detailed technical execution with client communication skills to deliver reliable, timely financial services that enable informed business decisions and support client growth.

The Big Win

Should you excel in this role, the big win is to become a trusted financial operations expert who transforms raw financial data into accurate, organized information that supports both client success and team efficiency. You'll master the technical aspects of bookkeeping while developing the communication skills needed to explain your work's impact to clients and team members. By consistently delivering error-free, timely work with clear documentation, you'll create a foundation of trust that allows clients to focus on growing their businesses while positioning yourself for advancement within LUCA.

Core Responsibilities (What You’ll Do)

Transaction Processing & Categorization

• Code and categorize daily, weekly, and monthly transactions with accuracy and consistency
• Prepare and review uncategorized transaction lists, applying critical thinking to proper classification
• Maintain clean chart of accounts naming and numbering conventions
• Ensure all transactions are processed within established timeframes
• Identify and resolve discrepancies or unusual transactions proactively
• Document transaction coding decisions for consistency and future reference

Reconciliation & Financial Controls

• Complete accurate monthly bank, credit card, and balance sheet reconciliations
• Reconcile loans, clearing accounts, and other balance sheet items consistently
• Maintain supporting documentation for all reconciliation activities
• Follow established control procedures and suggest improvements where appropriate
• Ensure month-end close deadlines are met with accuracy and completeness

Client Communication & Relationship Building

• Communicate clearly with energy and enthusiasm, focusing on work impact rather than just tasks
• Build rapport with clients through professional, helpful interactions
• Send proactive weekly updates to high-touch, white glove, or new clients when appropriate
• Coordinate with clients on information requests and missing documentation
• Provide clear explanations of financial processes and findings to clients
• Maintain professional relationships that support long-term client satisfaction

Process Documentation & Improvement

• Document all processes, sign-offs, and steps in Karbon, monthly workpapers, and control documents
• Identify opportunities for process improvements and efficiency gains
• Stay current with firm procedures and help develop additional procedures as needed
• Challenge existing processes and suggest better approaches when appropriate
• Maintain working knowledge of relevant software platforms (QBO, Xero, Bill, Melio, Dext, Gusto, etc.)
• Share knowledge with team members and learn from others' expertise
• Be willing to explore new solutions to problem solve, pursue new knowledge to become an effective user of relevant software platforms

Time Allocation & Metrics

• Client work processing: 80% of time
• Documentation and process improvement: 10% of time
• Team collaboration and communication: 10% of time
• Transaction accuracy: 98% accuracy rate
• Reconciliation timeliness: 100% completion within established deadlines
• Client response time: Within 24 hours for routine inquiries
• Monthly close participation: Complete assigned tasks within timeline

Daily Responsibilities

• Review assigned work items and update status in project management system
• Review "My Week" priorities and plan daily activities accordingly
• Triage emails appropriately and respond to time-sensitive requests
• Process routine transactions and maintain work quality standards
• Record time accurately in tracking systems
• Communicate with Controller on any issues or questions that arise

Weekly Responsibilities

• Review and update all assigned work items with detailed status and progress notes
• Maintain "Your Week," "Triage," and work/task lists with relevant details
• Send weekly updates to appropriate client teams when required
• Offer assistance to team members when capacity allows
• Update calendar and communicate availability changes to Controller
• Complete weekly reconciliation tasks according to client-specific schedules

Monthly Responsibilities

• Execute month-end close processes accurately and within established timelines
• Complete all assigned reconciliations and resolve any outstanding items
• Review and organize monthly workpapers for Controller review
• Participate in month-end team coordination meetings

Key Performance Indicators (Warning Signs)

• Accuracy Issues: Recurring errors in transaction coding, categorization, or reconciliations
• Timeline Delays: Missing deadlines or consistently late completion of assigned tasks
• Communication Gaps: Poor client feedback or lack of proactive communication with team
• Documentation Deficiencies: Incomplete or unclear documentation of processes and decisions
• Knowledge Stagnation: Failure to learn new systems, processes, or improve existing skills

Profile for Success (Who You Are)

• 2-5 years bookkeeping/accounting/financial management experience (preferred)
• Bachelor's degree in Accounting or Business, or completion of certified bookkeeping course (preferred)
• Cloud-based accounting software experience with QuickBooks, Xero, Karbon, Keeper, NetSuite, Intacct, Accounting Seed, or similar (preferred)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication abilities

Career Path

This role leads to advancement as Lead Financial Operations Specialist, with potential pathways to Controller depending on demonstrated technical expertise, client relationship skills, and leadership capabilities. Specialists who excel in specific technical areas may also pursue specialized paths in systems implementation, process optimization, or client training.

Evaluation Framework

Your Controller and Director will evaluate Financial Operations Specialist performance based on:

• Technical Excellence
  
  • Transaction processing accuracy and consistency
  • Reconciliation completeness and timeliness
  • Software proficiency and utilization
  • Problem identification and resolution
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• Client Service Quality
  
  • Communication effectiveness and professionalism
  • Response time to client inquiries
  • Client feedback and satisfaction
  • Proactive service delivery
    ‍
• Process Contribution
  
  • Documentation quality and completeness
  • Process improvement suggestions and implementation
  • Knowledge sharing and collaboration
  • Adaptability to new procedures and systems
    ‍
• Professional Growth
  
  • Technical skill development
  • Initiative and ownership demonstration
  • Learning agility and curiosity
  • Embodiment of LUCA values

Alignment with LUCA's Values

The Financial Operations Specialist embodies LUCA's values in specific ways:

• Simplify the complicated: Organizes complex financial data into clear, understandable formats for clients and team members
• Bring joy and light to every conversation: Approaches routine tasks with positive energy and enthusiasm for the impact on client success
• Proactively problem solve: Identifies issues early and develops solutions before they impact client service
• Ground confidence in competence: Builds technical expertise while maintaining accuracy and reliability in all work
• Finish the job: Ensures all assigned tasks are completed thoroughly and within established timeframes
• Be fanatically attentive to consistency and detail: Maintains meticulous standards in all financial processing and documentation