Finance Assistant

Position Summary

The Finance Assistant supports day-to-day finance operations for a growing nonprofit organization by managing core accounts payable and accounts receivable functions, supporting cash management, maintaining accurate financial records, and assisting with month-end processes and special projects. This role helps ensure timely and accurate payment processing, proper documentation, strong internal controls, and responsive service to vendors and staff.

• Process vendor invoices by verifying coding, supporting documentation, receipt of goods or services, and required approvals before entry into the accounting system.
• Perform or support invoice entry, batch summary balancing, submission for approval, verification, posting, and maintenance of complete electronic and physical AP files.
• Execute weekly check runs, online payments, and ACH payments, and maintain payment schedules as needed.
• Review deposits, post cash receipts, support daily deposit documentation, and maintain backup for monthly invoicing and other accounts receivable activity.
• Maintain open and paid vendor files, vendor master records, W-9 documentation, and 1099 information for new and existing vendors.
• Research past-due balances, vendor statements, duplicate payments, payment complaints, and other discrepancies, and follow through to resolution.
• Copy and organize vendor invoices and related documentation for contract billing, reconciliations, audits, and funder compliance.
• Coordinate closely with internal teams to ensure donations, reimbursements, purchasing activity, and other financial transactions are supported by appropriate backup and coded correctly.

• Process employee reimbursements, including mileage, travel, and business expenses, for policy compliance, approvals, documentation, and correct coding.
• Prepare spreadsheets and support reconciliation for organizational credit card transactions, including obtaining missing receipts and ensuring allowable business purpose and grant compliance where applicable.
• Educate staff on expense procedures, reimbursement requirements, check requests, and documentation standards.

• Assist the Director of Finance and Administration, Finance Director, Staff Accountant, or other finance leadership with month-end close tasks, unpaid invoice tracking, balance sheet reconciliation support, and administrative responsibilities.
• Maintain financial binders, cash control records, filing systems, and other finance documentation.
• Assist with special projects, process improvements, and workflow updates that strengthen efficiency and internal controls.
• Respond to vendor and staff questions regarding payment status, account information, and finance procedures.
• Perform other duties as assigned.

The above statements reflect the general duties considered necessary to describe the principle functions of the job as identified and shall not be considered an exhaustive description of all work requirements that may be inherent in the job.

• High school diploma or equivalent; associate degree in Accounting, Business, or related field preferred.
• Two or more years of accounts payable, accounts receivable, bookkeeping, or general accounting support experience, preferably in a nonprofit, grant‑funded, or mission‑driven environment.
• Strong attention to detail, accuracy, and follow-through in data entry, invoice processing, filing, and recordkeeping.
• Strong organizational and time-management skills, with the ability to manage recurring deadlines and a high volume of transactions.
• Working knowledge of accounting software and Microsoft Excel, including sorting, filtering, and basic spreadsheet work.
• Knowledge of basic accounting principles, AP/AR processes, cash receipts, and 1099 tracking.
• Strong communication and customer service skills, with the ability to work collaboratively across departments and with external vendors.
• Bilingual English and Spanish required.

• Experience in nonprofit accounting, fund accounting, or coding expenses across multiple…