Finance Assistant
Title: Finance Assistant
Department: Finance
Location: Salt Lake County Site
Supervisor: Accounting Director
Category: Full time (40 hours per week)
FLSA Status: Non-exempt
Pay: Starting $20.00 per hour
Schedule: Monday – Friday (five eight-hour shifts) general business hours. Some flexibility regarding start/stop time.
GENERAL PURPOSE
This Finance Assistant position assists the Finance team with administrative support tasks such as: performing data entry; preparing documents; making phone calls; requesting information from external offices, employees, and vendors; running errands; providing support with reports; and maintaining filing systems.
In addition to the Accounting Director, this position supports other SVS leadership positions such as the Community Resource Manager and the Executive Director to ensure compliance as well as accurate and timely submission of contracts, audits, and reports.
South Valley Services is a non-profit organization whose mission is to provide services to survivors who have experienced domestic abuse and sexual violence, and help them realize their own strength, courage, and resilience while on their path to an empowered future.
ESSENTIAL DUTIES & RESPONSIBILTIES
- Demonstrate regular and reliable attendance. The ability to work scheduled shifts is necessary to complete duties in the required time frame.
- Organize and maintain the electronic filing systems for financial documents and enter info and scan documents.
- Gather and compile documents for monthly reimbursement requests.
- Assist with review and filing of employee timesheets.
- Assist with billing preparation (invoices, timesheets, etc.).
- Manage client hotel tracking, payment, and reconciliation.
- Create, organize, and maintain W-9 forms for vendors.
- Maintain inventory of office supplies and centralize placement of orders including: communicating with vendors; obtaining pricing quotes; filing paperwork; and entering receipts.
- Assist the Accounting Specialist to ensure timely and accurate completion of end-of- month reconciliation.
- Create Vela reports for Finance team.
- Pick up mail at the post office weekly.
- Assist Community Resource Manager with housing contract management to ensure compliance (may include scheduling housing inspections, copying/scanning/filing check copies, uploading check copies into Vela, verifying invoicing approval, and review Vela reports to ensure housing client files are current for auditing).
- Demonstrate good judgement by handling confidential information appropriately.
- Maintain employee and customer confidence and protect the organization by handling all information with discretion.
OTHER DUTIES & RESPONSIBILITIES
- Crosstrain on weekly bank-deposit procedure and act as back up when needed.
- Research vendors/estimates for Finance team and report findings.
- Assist with audit preparation as needed.
- Attend staff meetings and trainings as required.
- Demonstrate support for strategic imperative of being part of a 360-degree, trauma-informed organization.
- Ensure confidentiality and proper handling of all donor, employee, and client information.
- Maintain appropriate professional boundaries with donors, staff, volunteers, clients, and vendors.
- Perform other duties as assigned.
QUALIFICATIONS & SKILLS
- Minimum one year’s experience in an office environment performing administrative duties such as managing filing systems, maintaining records, data entry document prep, and scheduling meetings.
- Technical proficiency in Microsoft Word, Excel, Power Point, and Outlook.
- Technical proficiency in EWS, MIP, and Vela; or enough technical-related experience to learn them quickly.
- Ability to maintain an organized office environment for self and that of the Accounting Director.
- Excellent communication (verbal and written in English).
- Excellent interpersonal skills.
- Ability to work independently and as part of a team.
- Ability to follow detailed instructions, both written and verbal, effectively.
- Ability to manage sensitive and confidential information with integrity.
- Pass and maintain a cleared Direct Access Clearance System (DACS) criminal background check.
- Current Driver’s License, acceptable driving record, and auto insurance required to travel to other SVS locations and run errands as needed.
PREFERRED QUALIFICATIONS
- Knowledge of basic accounting principles.
- One year’s experience in an office environment performing accounting-related duties.
WORKING CONDITIONS & PHYSICAL DEMANDS
The working environment is generally an office environment with the majority of time using a computer and managing documents.
Ability to drive to other SVS locations and run errands as needed.
This position may allow for a limited hybrid work structure (possibility of one of five days working remotely). Any remote work option must be approved by the Accounting Director and will be based on position requirements. Please note that this optional structure may change if/when the needs of the organization change.