Finance Associate

JOB PURPOSE: This position is responsible for providing direct assistance to the Chief Financial Officer in the areas of finance, accounting, and administrative management. This includes coordination of the receipt of revenue and the payment of expenses, payroll, stipends payments, purchasing, preparing workpapers for yearend audit, maintain the general ledger for Siena Francis House and its subsidiaries and various administrative functions essential to the operation of the Siena Francis House.

ESSENTIAL FUNCTIONS

In support of Siena Francis House and Siena Francis House Permanent Supportive Housing:

Accounts Receivable

• Prepare monthly cash receipt journal entries in a timely manner and adhere to internal control policies
• Reconcile bank accounts, as needed
• Prepare deposit slips for donation checks, scan them, and verify that the batches were transmitted
• Verify that the checks were deposited and log the batches in the organization’s accounting system
• File scanned checks to an appropriate box until it’s time to shred them
• Assist in filing and other office job duties, including opening mail
• Backup support for cash receipts and other tasks for all funds

Accounts Payable

• Maintain precise records of all vendor payments
• Responsible for paying and keeping record of all invoices including HPS checks
• Mail vendor checks
• Monitor positive pay
• Record all credit card transactions into the organization’s accounting system, reconcile credit cards, and make payments on credit cards
• Analyze all accounts on a monthly, quarterly, and annual basis to ensure payment accuracy
• Work collaboratively with various departments to perform accounting audits
• Research and approve new vendors and create new vendor accounts
• Assist in the preparation of year end 1099s

General operating

• Provide assistance and support for Finance Director/Controller
• Assist with internal and external audits, month-end and year-end projects as assigned.
• Assist in preparation of monthly and year-end financial reports

• Assist in assembling information for the various agencies that may monitor our financial information
• Compile and prepare documentation for draw requests and monthly billings for the various grants Siena Francis House has received
• Ensure, to the greatest extent practical, compliance with regulations and requirements of various funding organizations

Payroll

• Maintain payroll information by collecting, calculating, reviewing for accuracy, and entering data
• Update payroll records by entering changes in exemptions, IRA contributions, garnishments, pay, job title and department/division transfers
• Maintain employee confidence and protects payroll operations by keeping information confidential

• Process payroll in a timely manor
• Provide payroll training to other employees, as needed
• Resolve payroll issues and field payroll questions from other employees
• Investigate and resolve any discrepancies in payroll

• Prepare and submit reports with payroll information to management
• Provide clerical and administrative support to management as requested
• Any other ad hoc tasks that may be assigned.

JOB REQUIREMENTS

• Strong written communication skills; ability to write clear, structured, articulate, and persuasive proposals
• Strong editing skills
• Attention to detail
• Ability to meet deadlines
• Strong contributor in team environments

• Strong verbal, written, and interpersonal skills, including a strong command of the English language.
• Ability to perform the Essential Functions described above
• Ability to work with diverse populations and all levels of people within the workplace
• Ability to work independently in a fast-paced environment and be organized and detail-oriented
• Ability to prepare ad hoc financial reports
• Ability to assisting in developing and implementing new programs and processes
• Ability to conduct research and analyze and compile data

EDUCATION & EXPERIENCE REQUIREMENTS

• Two years of meaningful professional experience
• College degree preferred or relevant combination of education and accounting experience
• Positive attitude; energetic; dedicated to helping those experiencing homelessness
• Accountability, good time management, and organizational ability

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperatures and noise levels.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

Siena Francis House provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Siena Francis House is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: http://www.uscis.gov/e-verify/employees.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to be successfully perform 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 is regularly required to stand, walk, use hands to finger, handle, or feel, lift and/or move up to 20 pounds, and talk and hear. The employee is occasionally required to sit and reach with hands and arms. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision.