Finance Assistant

Finance AssistantThe Finance Assistant plays a key role in supporting the Director of Finance & HR by managing day-to-day financial operations and providing administrative support. This position ensures accurate financial processing, compliance with nonprofit accounting standards, and smooth coordination of finance functions.Skills/Experience:High school diploma or equivalent required; Bachelor's degree in Accounting or related field preferred.1–2 years of bookkeeping or finance experience; nonprofit experience preferred.Proficiency in accounting software and Microsoft Office Suite.Strong attention to detail, organizational skills, and ability to meet deadlines.Excellent communication skills and ability to maintain confidentiality.Proficiency with QuickBooks, including entering transactions, reconciling accounts, and generating basic reports.Essential Functions/Responsibilities:Financial OperationsProcess accounts payable and accounts receivable transactions.Reviews and processes all credit card transactions, ensuring timely submission of required receipts.Prepare and issue invoices for services, grants, and donations.Process monthly bank and credit card reconciliations.Maintain accurate and organized financial records and filing systems.Support preparation of monthly, quarterly, and annual financial reports.Assist with budgeting and forecasting activities.Track restricted and unrestricted funds for grant compliance.Process expense reimbursements for staff as needed.Assists in processing mileage reimbursements and payroll for contract employees.Compliance & ReportingSupport grant reporting and ensure proper documentation for funders.Monitor adherence to internal financial policies and procedures.Assist with annual audit preparation and respond to auditor requests.Help ensure compliance with labor laws and organizational policies.Administrative & Cross-Departmental SupportRespond to finance-related inquiries from staff and vendors.Assist with procurement and vendor management.Maintain confidentiality of sensitive financial and HR information.Technology & Process ImprovementEnter and update data in accounting software (e.g., QuickBooks).Help identify opportunities for process improvements in finance workflows.Support implementation of new financial systems or tools.Develop and maintain step-by-step guides or SOPs for finance processes.Generate custom reports from accounting software for management and grant reporting.Maintain accurate digital filing systems and ensure secure storage of financial documents.Assist with data migration or cleanup projects when upgrading systems.Other DutiesAssist with special projects as assigned by the Director of Finance & HR.Expectations:Attention to detail and accuracyAbility to work independently and as part of a team.Problem-solving and adaptability.Passion for animal welfare and nonprofit work.Physical Requirements:Prolonged periods of sitting at a desk and working on a computer.Ability to lift up to 10–20 pounds occasionally (such as files, office supplies, or HR materials).Must be able to navigate an office environment, including walking, standing, bending, and reaching as needed.Ability to operate standard office equipment such as a computer, telephone, copier, and scanner.Ability to communicate clearly in person, over the phone, and in writing.May require occasional travel between company locations or off-site meeting venues.