Job Title: Financial Assistant Job Purpose: The Finance Assistant supports the program Grant Coordinator and/or VP of Finance and Admin and the entire Admin finance team. This role processes check requests, reconciles accounts, gathers and uploads grant documentation, helps prepare monthly invoices, and helps track grant expenditures in spreadsheets. Experience and Knowledge - High school diploma or equivalent; some college preferred
- Basic knowledge of bookkeeping and accounting principles preferred
- Experience with Microsoft Word and Excel
- QuickBooks Online experience preferred
Skills and Abilities - Possess strong organizational skills and attention to detail.
- Demonstrate effective verbal and written communication skills.
- Demonstrate initiative and the ability to work independently while contributing to team goals.
- Demonstrate flexibility, adaptability, and a willingness to learn new skills, processes, and systems with proper training.
- Maintain a positive attitude and contribute to a collaborative, team-oriented work environment.
- Display a commitment to the mission and values of the organization and a desire to make a meaningful difference in the lives of those served.
Core Values of Staff S | Service | T | Teamwork | R | Respect | O | Open-Heartedness | N | iNtegrity | G | Growth |
Job Related Training Courses Programs - Orientation
- On-going in-service workshops and conferences
Principal Duties & Responsibilities: 1. Grant reporting and expenditure tracking - Assist with tracking grant revenues, expenditures, budget allocations, and spend-downs to help ensure compliance with grant requirements and approved budgets.
- Assist with compiling and reviewing grant expenses and verifying that salary and other costs are correctly allocated across programs and funding sources.
- Assist with preparing monthly grant Profit and Loss (P&L) reports for the Program Grant Coordinator and/or VP of Finance and Admin to support budget monitoring, financial analysis, and informed decision-making.
- Assist with the preparation of monthly grant invoices by gathering supporting documentation and ensuring invoice packages are complete and accurate.
- Assist with submitting monthly grant invoices, requesting reimbursement from funding sources, and recording grant accounts receivable.
- Create and maintain spreadsheets and supporting documentation to track grant activity and meet grant requirements.
- Collect and record client and program data needed to support grant invoicing and maintain accurate supporting documentation in accordance with grant requirements.
- Assist with grant and program audits, compliance activities, and year-end grant reporting.
- Conduct preliminary monthly reviews of grant files and notify the Grant Coordinator of any missing documentation.
- Review supporting documentation for check requests to ensure completeness, accuracy, and compliance with grant requirements, and submit requests for payment approval.
- Reconcile program credit card statements and upload supporting receipts and documentation.
2. Admin-Finance office support: - Assist with accounts payable processing, including review, processing, and payment of program expenses by ACH and check, supporting documentation, and record filing.
- Assist with weekly check runs, which may include gathering required check signatures, and coordinate check mailing with other Finance Assistants.
- Serve as backup for ACH transactions and Positive Pay review activities, and maintain vendor ACH reports and related documentation files.
- Enter program check numbers into the accounting system daily and maintain accurate payment records.
- Provide backup support for other Finance Assistants and participate in cross-training to ensure coverage during vacations and other absences.
- Assist with the annual financial audit by gathering and providing requested supporting documentation and invoices.
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