Finance and Administrative Assistant

Finance And Administrative Operations Support

Supports the day-to-day financial and administrative operations of the organization. This position is responsible for accounts payable processing, billing support, cash receipt processing, vendor management, banking activities, mail distribution, and various administrative tasks. The role works closely with the Controller, Senior Accountant, and Fractional CFO to ensure the timely and accurate processing of financial transactions while maintaining strong internal controls and exceptional customer service. This position requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities.

Essential Duties/Responsibilities:

Billing and Revenue Cycle Support

• Pull remittance advice (RA) reports from Provider Reimbursement and Operations Management Information System (PROMISe) weekly.
• Download Trade File reports from PROMISe and upload to Client Management System (CRM-Horizon).
• Assist Senior Accountant as needed with billing tasks.

Accounts Payable Administration

• Monitor and manage accounts payable email inbox including invoices, vendor statements, staff reimbursement requests, and vendor inquiries.
• Establish and maintain vendor records in the accounting system (MIP-Momentive Software).
• Route invoices for approval according to organizational policies.
• Enter approved invoices into MIP.
• Prepare weekly outstanding payables reports for Controller review.
• Prepare and process weekly check runs.
• Maintain complete electronic documentation supporting all check payments.
• Mail vendor payments and maintain payment records.
• Generate positive pay files and upload them to banking platform.
• Assemble and route check packages and supporting documentation for approval and signature.

Cash Management and Banking

• Support credit card administration and documentation.

Administrative Operations

• Provide front desk and reception coverage, including visitor management.
• Manage office supply inventory, ordering, and vendor relationships
• Oversee administrative contracts, vendor agreements, and renewal tracking.
• Maintain and regularly update the internal employee directory and organizational contact lists.
• Process incoming and outgoing mail, packages, and deliveries.
• Prepare and distribute client payroll checks as required.
• Maintain financial and administrative records in accordance with organizational policies.
• Assist in gathering information and documentation for audits and other financial reviews.
• Coordinate meeting scheduling, conference room reservations, and event logistics.
• Provide general administrative support to the Finance Department.
• Support cross-functional projects and organizational initiatives.

Facility Operations

• Coordinate and facilitate fire drills and emergency preparedness activities and assist with business continuity.
• Ensure compliance with workplace safety policies and procedures.
• Serve as a point of contact for property management, landlord, building maintenance, and external vendors.
• Fleet vehicle administration (renewal, documentation, processing reports, records management).
• Assist with deployment of computers, laptops, monitors and peripheral IT equipment
• Provide support for internal phone and voicemail systems.
• Assist with management of Canva accounts, template, and organizational resources.

Compliance and Internal Controls

• Ensure all financial transactions are processed accurately and timely.
• Maintain confidentiality of financial, employee, client, and vendor information.
• Adhere to nonprofit accounting procedures and internal control requirements.
• Support annual audit preparation and documentation requests.
• Assist with special projects and other duties as assigned.

Requirements

• Proficiency with Microsoft Office Suite
• Strong data entry and organizational skills with exceptional attention to detail.
• Exceptional organizational and time management skills with strong attention to detail
• Strong verbal and written communication skills with the ability to communicate professionally across all levels of the organization
• Demonstrated ability to follow policies, procedures, and compliance requirements.
• Reliable, dependable, and committed to meeting deadlines and organizational expectations

Education and Experience:

• Minimum of 2 years of administrative, bookkeeping, accounting, or accounts payable experience.
• Associate degree in Accounting, Business Administration, Finance, or related field; or equivalent combination of education and experience.

Physical Requirements:

• Ability to perform work in an office environment with prolonged periods of sitting and computer use.
• Ability to use a computer, telephone, copier, printer, and other standard office equipment.
• Ability to lift, carry, push, or pull up to 20 pounds on an occasional basis, such as office supplies, files, packages, or equipment.

Life's Work takes pride in its status as an Equal Opportunity Employer. Our policies, applicable to both current team members and prospective candidates, prohibit discrimination based on race, color, religious creed, disability, ancestry, national origin, age, sex assigned at birth, sexual orientation, transgender identity, gender transition, gender identity, gender expression, military or veteran status.