Financial Coordinator

Financial Coordinator

This position reports to the Payroll Supervisor to assist in the daily operation of the department. Daily operational responsibilities include processing invoices, ensuring correct time entries for union employees, and reviewing and approving purchase requisitions. This position plays a key role in supporting the department's financial and administrative operations by ensuring the accurate, timely, and compliant processing of payroll, procurement, and accounts payable activities.

The incumbent is responsible for reviewing and processing invoices, validating union payroll transactions, reviewing purchase requisitions for policy and budget compliance, reconciling financial and operational data, and resolving discrepancies to maintain the integrity of financial records. Working closely with Payroll, Finance, Procurement, department managers, and external vendors, this position serves as a critical resource in ensuring operational efficiency, maintaining strong internal controls, and supporting compliance with organizational policies, financial procedures, and collective bargaining agreements.

The role also prepares reports, maintains accurate documentation for audits and financial reviews, and identifies opportunities to streamline administrative and financial processes to improve service delivery and operational effectiveness.

Job Responsibilities:

• Ensure timely, accurate, and compliant processing of invoices while supporting strong vendor relationships and financial controls.
• Review, verify, and process invoices in accordance with established procedures and payment deadlines.
• Ensure invoices are properly coded and supported by appropriate documentation.
• Coordinate with vendors and internal departments to resolve invoice discrepancies promptly.
• Maintain accurate invoice records for audit and reporting purposes.
• Support efficient procurement operations by reviewing purchase requisitions for completeness, compliance, and budget alignment.
• Review purchase requisitions for required approvals and supporting documentation.
• Verify purchases comply with procurement policies and departmental budgets.
• Communicate with departments regarding incomplete or inaccurate requests.
• Identify opportunities to improve purchasing workflows.
• Support accurate and timely union payroll processing while ensuring compliance with collective bargaining agreements and payroll policies.
• Review daily employee time punches against approved timecards.
• Verify payroll transactions comply with union contract provisions and payroll guidelines.
• Resolve payroll discrepancies with supervisors and Payroll before payroll deadlines.
• Maintain complete payroll documentation and records.
• Support financial accuracy by reconciling operational data, resolving discrepancies, and maintaining reliable financial records.
• Assist with routine reconciliations across financial and operational systems.
• Investigate discrepancies involving invoices, payroll, and purchasing transactions.
• Coordinate with internal stakeholders to resolve outstanding issues.
• Prepare supporting documentation for audits and financial reviews.
• Provide high-quality administrative support by maintaining organized records, producing accurate reports, and identifying opportunities to improve operational efficiency.
• Maintain accurate financial and administrative records.
• Prepare recurring and ad hoc reports for management.
• Monitor administrative processes and recommend efficiency improvements.
• Perform additional duties as assigned

Qualifications:

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Exceptional attention to detail.
• Strong analytical and problem-solving skills.
• Sound judgment.
• Strong organizational and time management abilities.
• Commitment to accuracy, confidentiality and customer service.
• Ability to manage multiple priorities, meet established deadlines and communicate effectively with a diverse group of internal and external stakeholders.

Job Location - City, State

Philadelphia, Pennsylvania