Finance Assistant

Reproductive Fertility Center is a leading infertility practice dedicated to helping people fulfill their dreams of family. Since 2005, our physicians, nurses, and staff at Reproductive Fertility Center (RFC) have worked together toward the common goal of helping our patients become parents. Our team are highly experienced professionals who will work collectively to bring the highest quality treatment in a compassionate and caring atmosphere to our patients. We are committed in providing our patients with the best possible medical care.

Position Summary

The Finance Assistant provides administrative and financial support to the Finance Department and assists with the accurate and timely processing, tracking, and maintenance of financial transactions and records.

This position works closely with the Finance Manager and other departments to support accounts payable, accounts receivable, billing, expense processing, reconciliations, reporting, and general financial administration. The Finance Assistant must maintain a high level of accuracy, confidentiality, organization, and attention to detail.

Essential Duties and Responsibilities

Accounts Payable

• Receive, review, and process invoices for accuracy and completeness.
• Verify invoices against purchase orders, contracts, receipts, or other supporting documentation.
• Enter invoices and payment information into the accounting system.
• Assist with payment processing and maintain accurate payment records.
• Communicate with vendors regarding invoices, payment status, and discrepancies.
• Maintain organized accounts payable documentation.

Accounts Receivable and Billing

• Assist with preparing and processing customer and client invoices.
• Enter and maintain accounts receivable information.
• Assist with tracking outstanding balances and payment activity.
• Follow up on discrepancies or missing billing information.
• Assist with posting payments and maintaining accurate customer accounts.
• Support the Finance Manager with collection-related administrative tasks.

Financial Data and Recordkeeping

• Accurately enter financial information into accounting and financial systems.
• Maintain organized electronic and physical financial records.
• Assist with account reconciliations and identify discrepancies.
• Review financial records for accuracy and completeness.
• Assist with maintaining spreadsheets, reports, and financial tracking documents.
• Prepare routine financial information and reports as requested.

Expense and Reimbursement Processing

• Review employee expense reports and supporting receipts.
• Verify expenses against company policies and applicable approvals.
• Process approved reimbursements.
• Identify missing documentation or discrepancies and communicate with employees or management as appropriate.
• Maintain accurate expense documentation.

Administrative Finance Support

• Assist the Finance Manager with month-end and year-end closing activities.
• Assist with preparing reports, spreadsheets, and financial summaries.
• Organize and maintain confidential financial documents.
• Assist with audits and requests for financial documentation.
• Coordinate with HR, Operations, Billing, and other departments as needed.
• Provide administrative support for Finance Department projects.
• Perform other finance-related duties as assigned.

Compliance and Confidentiality

• Maintain confidentiality of financial, business, employee, patient, and other sensitive information.
• Follow company policies and procedures related to financial transactions and recordkeeping.
• Handle financial records in accordance with applicable company requirements and regulatory standards.
• Follow applicable privacy and confidentiality requirements when handling information related to patients, employees, vendors, and business operations.
• Immediately report suspected discrepancies, unauthorized transactions, or concerns to the appropriate supervisor.

Required Qualifications

• High school diploma or equivalent required.
• Associate degree in Accounting, Finance, Business Administration, or a related field preferred.
• At least one year of experience in finance, accounting, billing, accounts payable, accounts receivable, or a related administrative role preferred.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also functioning effectively as part of a team.

Preferred Qualifications

• Experience working in a healthcare or medical organization.
• Experience with accounting or financial management software.
• Experience with accounts payable and accounts receivable.
• Experience with medical billing or healthcare-related financial processes.
• Intermediate Microsoft Excel skills, including spreadsheets, formulas, sorting, filtering, and data organization.
• Familiarity with payroll, expense reporting, or financial reconciliation processes.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Strong mathematical and analytical skills.
• Excellent attention to detail.
• Ability to identify errors and discrepancies.
• Strong organizational skills.
• Ability to maintain accurate records.
• Ability to handle confidential information appropriately.
• Professional communication skills.
• Ability to meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to learn and effectively use company financial and accounting systems.

Physical Requirements

The employee must be able to:

• Sit and work at a computer for extended periods.
• Frequently use a computer, keyboard, mouse, telephone, and other office equipment.
• Read and review financial documents and computer screens.
• Communicate effectively in person, by telephone, and electronically.
• Occasionally lift or move office files and materials weighing up to approximately 20 pounds.
• Perform other physical activities reasonably required to perform the essential functions of the position.

Reasonable accommodations may be made for qualified individuals with disabilities to enable them to perform the essential functions of the position.

Work Environment

The position is primarily performed in a professional office environment. The employee may interact with Finance, Human Resources, Operations, Billing, management, employees, vendors, and other business partners.

The Finance Assistant is expected to maintain a professional, respectful, and collaborative work environment and handle confidential information appropriately.

Work Schedule

This is a full-time position. The regular schedule will be established by management based on business and departmental needs.

Additional hours may occasionally be required based on business needs and must be handled in accordance with company policy and applicable wage-and-hour requirements.

Equal Employment Opportunity

IRFC is committed to providing equal employment opportunities to all qualified employees and applicants. Employment decisions are made without regard to legally protected characteristics in accordance with applicable federal, state, and local laws.

Pay: $22.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person