Finance Assistant

Job Summary:
The Finance Assistant plays a key role in supporting the Director of Finance & HR by managing day-to-day financial

operations and providing administrative support. This position ensures accurate financial processing, compliance
with nonprofit accounting standards, and smooth coordination of finance functions.

Skills/Experience:
 High school diploma or equivalent required; Bachelor’s degree in Accounting or related field preferred.
 1–2 years of bookkeeping or finance experience; nonprofit experience preferred.
 Proficiency in accounting software and Microsoft Office Suite.
 Strong attention to detail, organizational skills, and ability to meet deadlines.
 Excellent communication skills and ability to maintain confidentiality.
 Proficiency with QuickBooks, including entering transactions, reconciling accounts, and generating basic
reports.

Financial Operations
 Process accounts payable and accounts receivable transactions.
 Reviews and processes all credit card transactions, ensuring timely submission of required receipts.
 Prepare and issue invoices for services, grants, and donations.
 Process monthly bank and credit card reconciliations.
 Maintain accurate and organized financial records and filing systems.
 Support preparation of monthly, quarterly, and annual financial reports.
 Assist with budgeting and forecasting activities.
 Track restricted and unrestricted funds for grant compliance.
 Process expense reimbursements for staff as needed.
 Assists in processing mileage reimbursements and payroll for contract employees.

Compliance & Reporting
 Support grant reporting and ensure proper documentation for funders.
 Monitor adherence to internal financial policies and procedures.
 Assist with annual audit preparation and respond to auditor requests.
 Help ensure compliance with labor laws and organizational policies.

Administrative & Cross-Departmental Support
 Respond to finance-related inquiries from staff and vendors.

Assist with procurement and vendor management.
 Maintain confidentiality of sensitive financial and HR information.

Technology & Process Improvement
 Enter and update data in accounting software (e.g., QuickBooks).
 Help identify opportunities for process improvements in finance workflows.
 Support implementation of new financial systems or tools.
 Develop and maintain step-by-step guides or SOPs for finance processes.
 Generate custom reports from accounting software for management and grant reporting.
 Maintain accurate digital filing systems and ensure secure storage of financial documents.
 Assist with data migration or cleanup projects when upgrading systems.

Other Duties
 Assist with special projects as assigned by the Director of Finance & HR.
Expectations:
 Attention to detail and accuracy
 Ability to work independently and as part of a team.
 Problem-solving and adaptability.
 Passion for animal welfare and nonprofit work.

Physical Requirements:
 Prolonged periods of sitting at a desk and working on a computer.
 Ability to lift up to 10–20 pounds occasionally (such as files, office supplies, or HR materials).
 Must be able to navigate an office environment, including walking, standing, bending, and reaching as
needed.
 Ability to operate standard office equipment such as a computer, telephone, copier, and scanner.
 Ability to communicate clearly in person, over the phone, and in writing.
 May require occasional travel between company locations or off-site meeting venues.