Part-time position under the administrative direction and general guidance of the Director of Finance and Finance Department. The Finance Assistant is a member of the Finance Team and provides support across Accounts Payable, Accounts Receivable, payroll, cash receipts, financial reporting, project and grant invoicing, and general Finance Department administration.
This position requires a high degree of accuracy, attention to detail, confidentiality, organization, dependability, and the ability to manage multiple priorities. The successful candidate will be comfortable working independently, communicating clearly and promptly, and learning financial and accounting processes and systems.
Prior accounting or finance experience is helpful but not required. Training will be provided on agency-specific financial processes, systems, and procedures.
This is intended to be a long-term, ongoing part-time position. We are seeking an individual who is specifically interested in a consistent part-time work schedule and for whom a part-time role is a good long-term fit. The position is not currently anticipated to transition to full-time.
SCHEDULE
This is a part-time position with a rotating bi-weekly schedule:
- Week 1: 12 hours – Tuesday through Thursday, 9:00 a.m. to 1:00 p.m.
- Week 2: 18 hours – Tuesday through Thursday, 9:00 a.m. to 3:00 p.m.
Flexibility to work the established schedule and adjust to occasional department needs is expected.
ESSENTIAL FUNCTIONS
1. Accounts Payable and Accounts Receivable
- Perform daily Accounts Payable data entry in the agency’s financial software.
- Lead the weekly AP check run, including entering and processing manual checks.
- Mail AP checks and maintain electronic copies in vendor files.
- Save voucher packets and miscellaneous invoices to appropriate electronic vendor files.
- Maintain the electronic miscellaneous invoice file and electronic purchase order file.
- Process and submit approved employee reimbursement ACH payments and vendor ACH payments.
- Lead Accounts Receivable functions, including recording revenue and invoices in the financial system.
- . Enter miscellaneous invoices into the financial system.
- Take check deposits to PNC Bank
- Provide backup support for opening mail and logging invoices and checks.
- Maintain accurate and organized AP and AR records.
2. Payroll and Employee Benefit Support
- Download payroll reports from Paychex and maintain related records.
- Lead labor distribution activities, including posting timesheets in the financial system.
- Lead payroll posting activities, including recording cash, paychecks, and payroll taxes.
- Update payroll spreadsheets and supporting schedules.
- Process HSA/FSA cash transfer amounts and provide required information to the Department of Finance.
- Assist with leave administration, fringe/indirect allocations in financial system, and other payroll-related accounting entries.
- Prepare taxable fringe benefit information as assigned.
3. General Accounting and Financial Transactions
- Record cash transfers in the financial system.
- Review and record bank fees and interest.
- Reconcile, analyze, reclassify, and post accounting entries on monthly or quarterly schedules.
- Process accounting entries related to items such as online postage, agency vehicle mileage, Constant Contact, copiers, meeting expenses, and other recurring expenditures.
- Record journal entries to reclassify project-related amounts, including DePaul Cristo Rey amounts from prepaid accounts to projects.
- Assist with maintaining accurate project and financial records.
- Add agency budgets to the financial system and maintain budget information as directed.
- Maintain Resolution History for Finance-related resolutions.
4. Grant, Project, and Revenue Invoicing
- Assist with grant invoicing and related financial documentation.
- Record revenue and invoices in the financial system.
- Assist with project and grant-related financial tracking and documentation.
- Maintain accurate project records and assist with adding new projects or updating existing projects in the financial system.
5. Financial Reporting, Reconciliation, and Audit Support
- Perform accurate and timely daily, monthly, quarterly, and annual financial support activities.
- Update cash sheets and other financial tracking spreadsheets as assigned.
- Assist with monthly and quarterly reconciliations and financial analysis.
- Support preparation of budget information, UPWP materials, audits, system implementations, and other Finance Department projects.
- Distribute project and financial reports to staff as requested.
- Maintain organized supporting documentation for financial transactions and reporting.
6. Administrative Support to the Finance Department
- Provide general administrative support to the Finance Team, including typing, filing, scanning, organizing, and preparing documents.
- Maintain electronic and paper Finance and Human Resources files, including AP, AR, cash receipts, contracts, personnel files, and related documentation.
- Box and organize records for Finance and HR in accordance with established procedures.
- Maintain electronic vendor, purchase order, invoice, voucher, and other Finance files.
- Serve as backup support for opening, stamping, delivering, and logging agency mail, including invoices and received checks.
- Serve as backup support for contacting vendors regarding office equipment issues or maintenance needs.
- Coordinate reservations and setup for department meeting rooms.
- Assist with distribution of materials and reports to staff.
- Provide general administrative assistance to Finance Department staff as needed.
ADDITIONAL RESPONSIBILITIES
- Maintain confidentiality of financial, employee, vendor, and other sensitive information.
- Follow established financial controls, policies, and procedures.
- Perform other responsibilities and duties as assigned in support of Finance Department and agency needs.
JOB QUALIFICATIONS (Knowledge, Skills and Abilities)
Required Qualifications
- High school diploma or equivalent.
- Intermediate Excel proficiency, including the ability to understand and use basic formulas, pivot tables, and VLOOKUP or similar functions.
- Strong organizational and time-management skills.
- Ability to prioritize multiple tasks and shift between assignments while maintaining accuracy and follow-through.
- Strong attention to detail and accuracy.
- Analytical reasoning and critical-thinking skills, including the ability to understand the purpose behind a task and identify potential discrepancies or issues.
- Clear and effective written and verbal communication skills.
- Timely and professional communication, particularly in responding to emails and requests.
- Ability to work independently with appropriate direction and follow established processes.
- Dependable, reliable, and able to consistently meet assigned deadlines.
- Ability to maintain confidentiality and exercise appropriate judgment with sensitive information.
- Ability and willingness to learn accounting, finance, payroll, and agency-specific financial systems and procedures.
- Ability to work the established part-time schedule and demonstrate flexibility when occasional schedule adjustments are needed.
Preferred Qualifications
- Some college coursework, an associate degree, bachelor’s degree, or other post-secondary education in accounting, finance, business, or a related field; or equivalent relevant work experience.
- Prior experience in finance, accounting, accounts payable/accounts receivable, payroll, bookkeeping, or a related administrative function.
- Experience working with financial or accounting software.
- Familiarity with basic accounting principles.
- Experience working with spreadsheets and financial records in a professional environment.
- Previous experience in a governmental, nonprofit, or similar organization.
Interested candidate should apply directly by emailing their cover letter and resume to [email protected]
Pay: $20.00 - $23.00 per hour
Expected hours: 12.0 – 18.0 per week
Benefits:
- Paid training
- Professional development assistance
Work Location: In person
