Finance & Operations Assistant

Job Overview

We are seeking a dynamic and detail-oriented Finance & Operations Assistant to join our team. This role offers an exciting opportunity to support financial processes, streamline operational workflows, and ensure compliance with accounting standards. The ideal candidate will thrive in a fast-paced environment, demonstrate strong technical accounting skills, and possess a passion for accuracy and efficiency. As a vital part of our finance and operations team, you will contribute to maintaining financial integrity and supporting organizational growth through meticulous data management and process optimization

Classification

Non-exempt, Collective Bargaining Agreement with AFSCME #5 

Core Hours

Benefit Eligible, 30-37.5 hours per week. Monday-Friday, between the hours of 8:30am to 4:30pm. 

Salary Range

$24.00-$26.00 per hour DOQ 

Key Responsibilities:

Development Operations – 50% 

• Accurately record pledge payments into the donor software. (currently Andar360) 

• Maintain donor database information by updating contacts and accounts as needed. 

• Respond to inquiries & requests regarding campaign pledges and payments 

• Communicate with staff & donors to resolve pledge payment variances 

• Collect & maintain documentation supporting the existence of a verifiable donor pledge

• Run various reports from the donor database monthly & as requested 

• Produce & mail monthly campaign billing statements 

• Monthly review & reconcile the Andar and accounting software balances 

• With staff, accurately process campaign envelopes when received 

• Pull & organize list from donor database to issue bi-weekly thank you notes 

• Prepare & mail annual IRS receipts to donors 

Financial Operations – 40% 

• Process deposits daily, including taking receipts to the bank. 

• Review & enter receipts into the accounting software 

• Review invoice coding & communicate with vendors to resolve issues 

• Create & distribute accounts receivable invoices 

• Prepare & enter monthly journal entries 

• Filing, updating, & managing detailed financial records 

• Assist with the annual audit 

• Other duties as requested. 

General Office Responsibilities – 10% 

• Maintain records of board members & documents including the annual board calendar 

• Collect & send out agenda & other reports for monthly board meetings 

• Purchase office supplies as needed or requested 

• Serve as contact for office equipment maintenance 

• Assist with reception duties as needed, including answering the telephone, greeting guests, and preparing the conference room for meetings. (approximately 5 calls & 1-2 visitors per week) 

• Other administrative duties, as needed, including but not limited to entering surveys into & maintaining spreadsheets, phone calls for scheduling presentations. 

• Assist team with other projects as requested 

Additional Responsibilities 

• Maintain collaborative working relationships with United Way staff and partners 

• Use tact and judgment in working with others effectively 

• Provide exceptional customer service to both internal and external customers 

• Attend organizational and committee meetings as requested 

• Perform other duties as requested 

Supervision and Working Relationships: 

• Position is supervised by the Finance & Operations Director 

• Position works with United Way staff, donors, volunteers, & external vendors as appropriate

Education & Skills: 

• An associate’s degree or equivalent in accounting from two-year college or technical school is highly desired. Equivalent accounting work experience may be considered ie. Bookkeeping, Accounting Clerk, AP/AR Specialist,

• Meticulous attention to detail 

• Dedication to continuous improvement and professional growth 

• Strong time management skills and ability to work independently 

• Ability to prioritize and balance competing demands; ability to plan and meet deadlines 

• Ability to recognize potential problems and formulate action/reaction 

• High degree of confidentiality 

• Striving for excellence and consistency in all tasks. 

Technical Knowledge: 

• Proficiency with MS365, including Teams, Outlook, Planner, Excel, & SharePoint 

• Proficiency with Abila MIP accounting software and Andar360 is preferred 

• Familiarity with office equipment including postage machine, copier, and OWL system 

• Excellent project coordination, verbal, and written communications skills; ability to read and interpret documents such as invoices, purchase orders, and procedure manuals; ability to clearly communicate issues and findings 

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit; hands are regularly used to write, type, key and handle or feel small controls and objects. Occasional walking or standing is required. 

Disclaimer: 

This description reflects management’s assignment of essential functions and does not proscribe or restrict the tasks that may be assigned. The job description is subject to change at any time.