Finance Clerk

Outreach is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training and tools to build healthy lives. Our mission is to inspire individuals and families to achieve a life of unlimited potential. For more information, please visit www.opiny.org.

The Finance Filing Clerk (Audit Support) is responsible for organizing, maintaining, and retrieving financial documentation to support internal and external audit requests. This role plays a critical part in ensuring audit readiness by maintaining accurate, complete, and well-structured financial records in compliance with regulatory and organizational requirements.

This position is ideal for a detail-oriented individual who can manage large volumes of documentation, meet tight deadlines, and support the finance team during audit cycles.

Reporting Structure

Audit Documentation & Filing (Primary Focus)

• Organize, scan, and electronically file financial documents (invoices, contracts, payroll records, journal entries, bank statements, etc.) 
• Retrieve and compile documentation in response to auditor requests 
• Maintain audit request logs and track status of submissions 
• Ensure all documentation is complete, labeled, and easily accessible 

Records Management

• Maintain structured electronic and physical filing systems 
• Standardize naming conventions and filing protocols for audit readiness 
• Ensure proper retention and archiving in accordance with policies and regulations 

Finance Team Support

• Assist finance staff in gathering supporting documentation for: 
  • Financial statement audits 
  • CFR reporting and audits 
  • Grant and regulatory audits (e.g., OASAS, OMH, federal/state funders) 
• Cross-check documents for completeness and accuracy prior to submission 

Data Entry & Administrative Support

• Perform basic data entry related to financial records and tracking logs 
• Assist with uploading documents to auditor portals or shared drives 
• Support reconciliation documentation preparation (backup schedules, support files) 

Compliance & Confidentiality

• Ensure strict confidentiality of financial and personnel records 
• Follow internal controls and compliance standards for document handling 
• Support audit readiness by maintaining well-organized and up-to-date records 

• Associate’s degree in accounting, Business, or related field preferred 
• 1–2 years of administrative, filing, or accounting support experience
• Experience supporting audits or working in a finance department preferred 

• Exceptional attention to detail and organization 
• Strong document management and filing skills (electronic and physical) 
• Proficiency in Microsoft Office (especially Excel and Outlook) 
• Ability to manage high volumes of documents under tight deadlines 
• Familiarity with accounting systems or document management platforms (e.g., SharePoint, Sage Intacct) a plus 
• Ability to work independently and prioritize tasks efficiently

Success Factors

• Ability to quickly locate and organize documents under pressure 
• Strong follow-through on audit request timelines 
• Commitment to accuracy, compliance, and confidentiality 
• Proactive communication with finance team on missing or incomplete items 

This is a non-exempt position, typically requiring [35 hours per week], with possibility of additional hours during payroll processing cycles or year-end payroll activities.

A non-exempt employee is an employee that is covered by the FLSA regulations, and are entitled to overtime pay at 1.5 times their regular rate for any hours worked over 40 in a workweek (or as specified by state law).

Work Environment

• Office-based 
• Fast-paced during audit cycles with high documentation volume

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. 

Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.