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 work papers 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.

In support of Siena Francis House and its subsidiaries:

• 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.

• 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.

• Provide accounting and administrative assistance to the Chief Financial Officer.
• Maintain general ledger records and prepare journal entries and supporting work papers as assigned.
• Assist with internal and external audits, including preparing work papers 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.

• 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…