Part-Time Finance Assistant

Current Openings - Part-Time Finance Assistant

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Current Openings – Part-Time Finance Assistant

Part-time position under the administrative direction and general guidance of the Director of Finance and Finance Department. The Finance Assistant is a member of the Finance Team and provides support across Accounts Payable, Accounts Receivable, payroll, cash receipts, financial reporting, project and grant invoicing, and general Finance Department administration.

This position requires a high degree of accuracy, attention to detail, confidentiality, organization, dependability, and the ability to manage multiple priorities. The successful candidate will be comfortable working independently, communicating clearly and promptly, and learning financial and accounting processes and systems.

Prior accounting or finance experience is helpful but not required. Training will be provided on agency‑specific financial processes, systems, and procedures.

This is intended to be a long‑term, ongoing part‑time position. We are seeking an individual who is specifically interested in a consistent part‑time work schedule and for whom a part‑time role is a good long‑term fit. The position is not currently anticipated to transition to full‑time.

This is a part‑time position with a rotating bi‑weekly schedule:

• Week 1: 12 hours – Tuesday through Thursday, 9:00 a.m. to 1:00 p.m.
• Week 2: 18 hours – Tuesday through Thursday, 9:00 a.m. to 3:00 p.m.

Flexibility to work the established schedule and adjust to occasional department needs is expected.

1.
Accounts Payable and Accounts Receivable

• Perform daily Accounts Payable data entry in the agency’s financial software.
• Lead the weekly AP check run, including entering and processing manual checks.
• Mail AP checks and maintain electronic copies in vendor files.
• Save voucher packets and miscellaneous invoices to appropriate electronic vendor files.
• Maintain the electronic miscellaneous invoice file and electronic purchase order file.
• Process and submit approved employee reimbursement ACH payments and vendor ACH payments.
• Lead Accounts Receivable functions, including recording revenue and invoices in the financial system.
• . Enter miscellaneous invoices into the financial system.
• Take check deposits to PNC Bank
• Provide backup support for opening mail and logging invoices and checks.
• Maintain accurate and organized AP and AR records.

2.
Payroll and Employee Benefit Support

• Download payroll reports from Paychex and maintain related records.
• Lead labor distribution activities, including posting timesheets in the financial system.
• Lead payroll posting activities, including recording cash, paychecks, and payroll taxes.
• Update payroll spreadsheets and supporting schedules.
• Process HSA/FSA cash transfer amounts and provide required information to the Department of Finance.
• Assist with leave administration, fringe/indirect allocations in financial system, and other payroll‑related accounting entries.
• Prepare taxable fringe benefit information as assigned.

3.
General Accounting and Financial Transactions

• Record cash transfers in the financial system.
• Review and record bank fees and interest.
• Reconcile, analyze, reclassify, and post accounting entries on monthly or quarterly schedules.
• Process accounting entries related to items such as online postage, agency vehicle mileage, Constant Contact, copiers, meeting expenses, and other recurring expenditures.
• Record journal entries to reclassify project‑related amounts, including DePaul Cristo Rey amounts from prepaid accounts to projects.
• Assist with maintaining accurate project and financial records.
• Add agency budgets to the financial system and maintain budget information as directed.
• Maintain Resolution History for Finance‑related resolutions.

4.
Grant, Project, and Revenue Invoicing

• Assist with grant invoicing and related financial documentation.
• Record revenue and invoices in the financial system.
• Assist with project and grant‑related financial tracking and documentation.
• Maintain accurate project records and assist with adding new projects or updating existing…