Finance Assistant in Orlando, Florida at PET ALLIANCE OF GREATER ORLANDO

JOB SUMMARY

The Finance Assistant role entails efficiently processing invoices, ensuring accuracy and adherence to policies, while also managing incoming payments and donations, meticulously reconciling paperwork to corresponding accounts. This includes preparing and scheduling payments to vendors, maintaining strong relationships, and promptly addressing discrepancies and inquiries. Additionally, responsibilities encompass reviewing employee expense reports for policy compliance, accurately recording financial transactions, and identifying areas for process improvements. The role also involves providing support during audits, ensuring compliance with internal controls and regulatory requirements, and assisting with financial aspects of special events, while offering administrative support to the Director of Finance as required.

RESPONSIBILITIES

The responsibilities listed are not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties that are required of the position. Responsibilities, tasks, duties, and activities may change, or new ones may be assigned at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Receive, review, and process invoices accurately and efficiently reconciling any discrepancies, ensuring adherence to policies and procedures

· Monitor, process, record, and deposit incoming payments and donations, reconciling paperwork, and ensuring they are applied correctly to corresponding accounts

· Prepare and schedule payments to vendors, including checks, credit card payments, and ACH transfers, in accordance with payment terms and deadlines

· Maintain strong relationships with vendors, suppliers, staff, and leadership team, including timely communication regarding discrepancies, payment inquiries, and account reconciliation

· Review and process employee expense reports, ensuring compliance with all policies

· Record financial and donation transactions accurately in software systems and spreadsheets, ensuring accurate and up-to-date records, performing data entry and maintaining all electronic financial files

· Identify opportunities for process improvements in accounts payable and accounts receivable procedures to enhance efficiency and effectiveness

· Perform bank runs and other errands as needed

· Provide support during internal and external audits by preparing documentation and gathering necessary information

· Ensure compliance with internal controls, accounting standards, and regulatory requirements

· Assist with financial aspects of special events, as needed

· Provide administrative support for the Director of Finance, as needed

QUALIFICATIONS

· High school diploma or equivalent

· Associate’s degree or college degree in finance or accounting preferred

· At least 1 year of work experience with a combination of accounts payable and accounts receivable processing

· At least 6 months of work experience in a non-profit organization highly preferred

· Previous work experience with finance software and systems, such as QuickBooks, NetSuite, or similar platforms

· At least 6 months of customer service or similar experience preferred

· Must possess and maintain a current, valid driver's license and must successfully complete a motor vehicle record check

KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of basic financial concepts such as accounting principles, financial statements, and financial analysis techniques

· Knowledge of accounts payable and accounts receivable practices as well as month end close procedures

· Strong attention to detail and accuracy in performing financial calculations, data entry, reconciliation, and record-keeping to ensure the integrity of financial information

· Knowledge of and ability to perform tasks on a computer using multiple different software programs

· Strong communication skills and the ability to interact professionally with vendors, staff, and leadership

· Ability to collaborate effectively with team members and cross-functional teams, as well as to contribute to a positive work environment through cooperation and support

· Excellent time management and organizational skills to be able to prioritize tasks, meet deadlines, and work effectively in a fast-paced environment

· Strong numerical aptitude and mathematical skills to perform calculations and reconcile accounts

· Ability to think critically to identify and resolve issues or discrepancies in financial records and transactions

· Flexibility and adaptability to learn new tasks, software systems, and procedures as well as adapt to changing priorities and business needs

· Integrity and ethical conduct in handling confidential financial information, maintaining compliance with policies and regulations, and upholding professional standards of conduct

· Excellent ability to use good judgement in problem solving and decision making

· Ability to take initiative and to work with minimal supervision and direction

PHYSICAL AND MENTAL DEMANDS

· Physical demands include extended periods of sitting, grasping, handling, and repetitive motions while working on a computer with occasional standing, reaching, and bending movements required

· Work requires cognitive abilities such as critical thinking, problem solving, logical reasoning and deduction, and decision making to adapt quickly to changing business needs of the organization

· Work requires the ability to maintain focus and composure while working under pressure and manage stress during difficult situations

WORK ENVIRONMENT

· Work is performed in the business office which is open and well lit, adequately ventilated, and can sometimes be a distracting work environment.

· The job requires frequent and routine customer contact as well as the ability to multi-task under conditions that can be described as extremely fast-paced/high volume and are potentially stressful on a routine basis.

· Travel is required up to approximately 5% of the time.