Finance Assistant

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.

Essential Functions/Responsibilities:

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.