Position Title: Finance and Compliance Assistant
Department: Finance
Reports To: Chief Financial Officer
FLSA Status: Non-Exempt
Position Summary
The Finance and Compliance Assistant supports the day-to-day financial operations of Casa San Jose under the direct supervision and oversight of the Chief Financial Officer (CFO). The position assists with accounts payable, contract and grant billing, payroll administration, financial recordkeeping, compliance, audit preparation, and documentation management, while helping to ensure the integrity of the organization's financial operations.
The position serves an operational review function within the Finance Department by ensuring that financial transactions are complete, properly documented, accurately coded, compliant with organizational policies and funding requirements, and processed in accordance with established internal controls before submission for supervisory review and approval.
Working closely with the Chief Financial Officer, this position contributes to sound financial stewardship through accurate financial processing, timely contract billing, regulatory compliance, effective internal controls, and audit readiness.
Financial Department Operations
The following responsibilities represent the scope of work performed by the Finance and Compliance Assistant. Responsibilities are shared among Finance Department personnel and may be assigned, cross-trained, or reassigned by the Chief Financial Officer based on departmental needs, workload distribution, staff expertise, internal control considerations, and organizational priorities.
The Chief Financial Officer may assign primary responsibility for specific accounting cycles, grants, contracts, payroll functions, audit activities, or other finance operations while maintaining flexibility to ensure efficient departmental operations and appropriate segregation of duties.
Essential Duties and Responsibilities
1. Financial Operations
- Review invoices, payment requests, reimbursement requests, and other financial transactions for completeness, mathematical accuracy, appropriate account coding, required approvals, and supporting documentation.
- Perform the Finance Department's preliminary compliance review of financial transactions prior to supervisory approval.
- Prepare assigned accounts payable disbursements in accordance with established authorization procedures.
- Prepare employee reimbursement disbursements after verifying required approvals and supporting documentation.
- Verify vendor information and maintain vendor files, including IRS Forms W-9.
- Maintain recurring payment schedules.
- Prepare bank deposits and record cash receipts.
- Assist with credit card reconciliations.
- Assist with monthly and year-end closing procedures.
- Assist with bank reconciliations and supporting schedules.
- Maintain complete supporting documentation for all assigned financial transactions.
- Monitor recurring departmental deadlines and notify the Chief Financial Officer of upcoming deadlines or potential issues.
- Identify incomplete or non-compliant documentation and coordinate corrections with appropriate staff prior to submission for approval.
2. Grant Administration, Contract Billing and Compliance
- Prepare or assist with the preparation of monthly, quarterly, and other periodic reimbursement requests and contract billings.
- Prepare assigned monthly contract billings by established deadlines, including the organization's standard billing schedule (generally by the 10th day of each month).
- Maintain grant expenditure tracking schedules and supporting documentation.
- Maintain a working knowledge of the billing requirements, documentation standards, allowable costs, reimbursement methodologies, and reporting requirements applicable to assigned contracts and grants.
- Apply Casa San Jose's approved Cost Allocation Plan (CAP) and other established allocation methodologies, as applicable.
- Review expenditures for compliance with grant requirements, approved budgets, allowable cost principles, and contractual requirements prior to billing.
- Track grant receivables and reimbursement activity.
- Maintain documentation supporting grant billings, reporting, and monitoring requirements.
- Assist with grant monitoring visits, compliance reviews, and audits.
- Collaborate, when required, with the Chief Program Officer by providing financial status for each program and the allocation of financial resources under the Chief Financial Officer's supervision.
3. Payroll Administration and Compliance
- Perform assigned payroll administration and compliance functions.
- Collect, review, and maintain payroll documentation, including timesheets, leave records, payroll change forms, and allocation records.
- Review payroll documentation for completeness, required approvals, payroll allocations, and compliance with organizational policies.
- Support compliance with organizational policies, grant requirements, regulatory standards, and annual audit activities in coordination with management.
- Review employee certifications, background clearances, and other compliance documentation to ensure they are ready for auditing or audit requests.
- Assist with benefits administration and payroll-related documentation.
- Maintain strict confidentiality of payroll and personnel information.
4. Financial Review and Internal Controls
- Perform the Finance Department's preliminary review of financial transactions to ensure completeness, mathematical accuracy, proper account coding, required approvals, adequate supporting documentation, grant allowability, and compliance with organizational policies prior to supervisory review.
- Apply established financial policies, grant requirements, and the organization's Cost
- Allocation Plan when reviewing assigned transactions.
- Identify documentation deficiencies, discrepancies, or policy exceptions and coordinate corrections with appropriate staff.
- Support segregation of duties by independently reviewing assigned financial activities prior to supervisory approval.
- Maintain complete audit trails and documentation supporting assigned financial activities.
- Assist in developing and maintaining standardized financial procedures and documentation practices.
5. Audit Support
- Maintain audit-ready financial documentation throughout the fiscal year.
- Prepare schedules and supporting documentation requested during annual financial audits, grant monitoring activities, and compliance reviews.
- Assist with preparing documentation supporting IRS Form 990 and other required financial reporting.
- Maintain financial records in accordance with organizational record retention policies.
- Assist in implementing standardized documentation and compliance procedures.
6. Financial Administrative Support
- Maintain Finance Department filing systems and electronic document repositories.
- Process Finance Department received correspondence and mail.
- Coordinate conference registrations, training, and travel arrangements.
- Order office supplies and maintain departmental inventory.
- Provide administrative support for Finance Department initiatives.
- Perform other duties as assigned by the Chief Financial Officer.
Internal Controls
The Finance and Compliance Assistant is an integral part of Casa San Jose's internal control
Environment. Working under the direct supervision of the Chief Financial Officer, the position supports the organization's financial integrity by reviewing assigned financial transactions for completeness, supporting documentation, compliance with organizational policies, funding requirements, and regulatory standards before submission for supervisory approval.
Responsibilities include maintaining accurate records, supporting segregation of duties, safeguarding confidential information, maintaining complete audit trails, and ensuring
Documentation remains accurate, complete, and audit-ready. This position performs an operational compliance and documentation review function but does not possess authority to authorize expenditures, approve financial transactions, release payments, establish accounting policies, execute banking transactions, approve journal entries, certify financial reports, or otherwise commit organizational financial resources. Such authority remains with the Chief Financial Officer or other authorized management personnel.
Decision-Making Authority
The Finance Operations and Compliance Assistant exercises professional judgment in reviewing financial documentation, identifying discrepancies, coordinating corrections, maintaining accurate records, and ensuring compliance with established organizational policies and procedures.
Authority to approve expenditures, authorize payroll, approve financial transactions, establish accounting policies, certify financial reports, authorize grant submissions, execute banking transactions, or otherwise commit organizational financial resources remains with the Chief Financial Officer or other authorized management personnel.
Required Qualifications
- Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
- Minimum of two years of progressively responsible experience in accounting, bookkeeping, payroll, finance, grant administration, or administrative support.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Demonstrated ability to maintain confidentiality and exercise sound professional judgment.
- Proficiency with Microsoft Office applications, particularly Microsoft Excel.
- Ability to learn accounting, payroll, banking, and financial management software.
Preferred Qualifications
- Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
- Experience in nonprofit accounting.
- Experience preparing cost-reimbursement billings under government or private grant- funded contracts.
- Familiarity with grant compliance, reimbursement methodologies, and cost allocation plans.
- Experience using QuickBooks or comparable accounting software.
- Experience supporting annual financial audits.
- Familiarity with electronic document management systems.
- Bilingual English and Spanish are preferred.
Knowledge, Skills, and Abilities
- Knowledge of generally accepted accounting principles (GAAP).
- Understanding of nonprofit accounting practices.
- Knowledge of accounts payable, payroll administration, contract billing, grant compliance, and financial recordkeeping.
- Ability to interpret grant agreements, contracts, reimbursement requirements, and organizational policies.
- Strong analytical, organizational, and problem-solving skills.
- Exceptional attention to detail and commitment to accuracy.
- Ability to work collaboratively within a team-oriented finance department.
- Excellent interpersonal and customer service skills.
- High ethical standards and commitment to stewardship of organizational resources.
- Commitment to continuous learning and professional development.
Physical Requirements
- Ability to remain seated for extended periods while working at a computer.
- Frequent use of standard office equipment.
- Ability to occasionally lift and carry up to 20 pounds.
- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment
Work is performed primarily in a professional office environment. The position routinely interacts with employees, management, auditors, vendors, funding agencies, governmental entities, and other stakeholders while supporting the financial operations of Casa San Jose.
Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of responsibilities, duties, or qualifications. Responsibilities may be assigned, modified, or reassigned by the Chief Financial Officer based on organizational needs and departmental priorities.
Pay: $22.00 - $27.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: In person
