Finance Associate

This position provides direct assistance to the Chief Financial Officer in finance, accounting, and administrative management for Siena Francis House and its subsidiaries. Responsibilities include coordinating revenue receipts and expense payments, processing payroll and stipend payments, supporting purchasing, preparing workpapers for the year-end audit, maintaining the general ledger, and performing administrative functions essential to the organization’s operations. The position also provides donor database and Development support, tracks in-kind donations, and provides occasional front desk coverage as assigned.

ESSENTIAL FUNCTIONS

In support of Siena Francis House and its subsidiaries: Accounts Receivable Prepare monthly cash receipt journal entries in a timely manner and in accordance with internal control procedures. Reconcile bank accounts as assigned. Prepare deposit slips for donation checks, scan checks for deposit, and verify that deposit batches have been transmitted. Verify that checks have been deposited and record deposit batches in the organization’s accounting system. Securely retain deposited checks and related records until their scheduled destruction under the organization’s retention procedures. Assist with filing, opening mail, and other office duties. Provide backup support for cash receipts and related tasks across all funds. Cash receipt, deposit, gift-processing, and donor database responsibilities will be assigned according to the organization’s internal control procedures, including appropriate separation of duties and independent review. Accounts Payable Maintain accurate records of vendor payments. Process invoices and payments and maintain supporting documentation. Monitor positive pay and address exceptions according to established procedures. Record credit card transactions in the organization’s accounting system, reconcile credit card accounts, and process payments. Analyze accounts on a monthly, quarterly, and annual basis to verify payment accuracy. Work collaboratively with departments to support accounting audits and resolve discrepancies. Research new vendors and create vendor accounts after obtaining required authorization. Assist with preparing year-end Forms 1099. General Accounting and Grant Support Provide accounting and administrative assistance to the Chief Financial Officer. Maintain general ledger records and prepare journal entries and supporting workpapers as assigned. Assist with internal and external audits, including preparing workpapers for the year-end audit. Assist with month-end and year-end accounting projects. Assist with preparing monthly and year-end financial reports. Assemble information for agencies that monitor the organization’s financial activities. Compile and prepare documentation for grant draw requests and monthly billings. Support compliance with funding organizations’ regulations and requirements by maintaining accurate documentation and identifying questions or discrepancies for review. Support purchasing activities and maintain related documentation. Process stipend payments and maintain supporting records according to established procedures. Payroll Maintain payroll information by collecting, calculating, reviewing, and entering data. Update payroll records for approved changes in tax withholding, retirement contributions, garnishments, pay, job titles, and department or division assignments. Protect employee information and maintain the confidentiality of payroll operations. Process payroll accurately and in a timely manner. Provide payroll training to employees as needed. Respond to employee payroll questions and resolve issues within assigned responsibilities. Investigate and resolve payroll discrepancies, coordinating with Human Resources and management as appropriate. Prepare and submit payroll reports to management. Donor Database and Development Support Provide flexible donor database and administrative support to the Development department as assigned. Enter and update donor information, gift records, and related documentation according to established procedures. Assist with gift acknowledgments, routine donor reports, mailing lists, and other Development administrative tasks. Review donor records for completeness and accuracy, including duplicate records and missing information. Assist with reconciling donor database records to accounting records, subject to assigned internal control responsibilities. Track in-kind donations and maintain supporting records for accounting and Development reporting. Coordinate with Finance, Development, and other departments to resolve discrepancies and obtain missing documentation. The Chief Financial Officer will establish work priorities and coordinate Development support assignments based on organizational needs and finance deadlines. Administrative Support Provide occasional front desk coverage, including greeting visitors, answering and directing calls, and routing inquiries. Provide clerical and administrative support to management as requested. Perform other related duties and special projects as assigned.

JOB REQUIREMENTS

Strong attention to detail and accuracy in data entry, calculations, and recordkeeping. Ability to reconcile accounts, investigate discrepancies, and prepare supporting documentation. Proficiency with Microsoft Excel, including formulas, sorting, filtering, and basic financial analysis. Ability to use accounting software and payroll systems and learn donor database applications. Strong verbal, written, and interpersonal communication skills. Ability to maintain the confidentiality of financial, employee, and donor information. Ability to meet deadlines, manage competing priorities, and organize work effectively. Ability to work independently and contribute effectively in a team environment. Ability to work respectfully with diverse populations and employees at all levels of the organization. Ability to research, analyze, and compile data and prepare ad hoc financial reports. Ability to assist with improving accounting and administrative processes. Ability to perform the essential functions of the position, with or without reasonable accommodation.

EDUCATION & EXPERIENCE REQUIREMENTS

At least two years of relevant professional experience in accounting, bookkeeping, payroll, or a related field. College degree in accounting, finance, business, or a related field preferred; an equivalent combination of relevant education and accounting experience will be considered. Experience with nonprofit accounting or donor databases preferred. Demonstrated accountability, sound judgment, and effective time management. Commitment to Siena Francis House’s mission and to serving people experiencing homelessness.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Work is primarily performed in an office setting with varying temperatures and noise levels. The position may involve extended working hours, time constraints, and shifting priorities.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

Siena Francis House provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:

Siena Francis House is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit:

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, use hands to finger, handle, or feel, and talk and hear. The employee is occasionally required to stand, walk, and lift and/or move up to 20 pounds. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision. #J-18808-Ljbffr Siena Francis House