12-Month Finance Assistant

Position:

Full Time / Non-Exempt Reports to:

Director of Finance Position Summary:

The Finance Assistant supports day-to-day finance operations for a growing nonprofit organization by managing core accounts payable and accounts receivable functions, supporting cash management, maintaining accurate financial records, and assisting with month-end processes and special projects. This role helps ensure timely and accurate payment processing, proper documentation, strong internal controls, and responsive service to vendors and staff.

Primary Responsibilities:

Accounts Payable and Accounts Receivable Processing Process vendor invoices by verifying coding, supporting documentation, receipt of goods or services, and required approvals before entry into the accounting system. Perform or support invoice entry, batch summary balancing, submission for approval, verification, posting, and maintenance of complete electronic and physical AP files. Execute weekly check runs, online payments, and ACH payments, and maintain payment schedules as needed. Review deposits, post cash receipts, support daily deposit documentation, and maintain backup for monthly invoicing and other accounts receivable activity. Maintain open and paid vendor files, vendor master records, W-9 documentation, and 1099 information for new and existing vendors. Research past-due balances, vendor statements, duplicate payments, payment complaints, and other discrepancies, and follow through to resolution. Copy and organize vendor invoices and related documentation for contract billing, reconciliations, audits, and funder compliance. Coordinate closely with internal teams to ensure donations, reimbursements, purchasing activity, and other financial transactions are supported by appropriate backup and coded correctly. Employee Reimbursements and Credit Cards Process employee reimbursements, including mileage, travel, and business expenses, for policy compliance, approvals, documentation, and correct coding. Prepare spreadsheets and support reconciliation for organizational credit card transactions, including obtaining missing receipts and ensuring allowable business purpose and grant compliance where applicable. Educate staff on expense procedures, reimbursement requirements, check requests, and documentation standards. Month-End, Administration, and Finance Support Assist the Director of Finance and Administration, Finance Director, Staff Accountant, or other finance leadership with month-end close tasks, unpaid invoice tracking, balance sheet reconciliation support, and administrative responsibilities. Maintain financial binders, cash control records, filing systems, and other finance documentation. Assist with special projects, process improvements, and workflow updates that strengthen efficiency and internal controls. Respond to vendor and staff questions regarding payment status, account information, and finance procedures. Perform other duties as assigned. The above statements reflect the general duties considered necessary to describe the principle functions of the job as identified and shall not be considered an exhaustive description of all work requirements that may be inherent in the job.

Qualifications:

Required High school diploma or equivalent; associate degree in Accounting, Business, or a related field preferred. Two or more years of accounts payable, accounts receivable, bookkeeping, or general accounting support experience, preferably in a nonprofit, grant-funded, or mission-driven environment. Strong attention to detail, accuracy, and follow-through in data entry, invoice processing, filing, and recordkeeping. Strong organizational and time-management skills, with the ability to manage recurring deadlines and a high volume of transactions. Working knowledge of accounting software and Microsoft Excel, including sorting, filtering, and basic spreadsheet work. Knowledge of basic accounting principles, AP/AR processes, cash receipts, and 1099 tracking. Strong communication and customer service skills, with the ability to work collaboratively across departments and with external vendors. Bilingual English and Spanish required Preferred Experience in nonprofit accounting, fund accounting, or coding expenses across multiple grants, programs, or departments. Experience with credit card reconciliation, reimbursements, online payments, and ACH processing. Self-starter who works well independently and in a collaborative environment. Commitment to immigrant rights, social justice, and the organization's internal values. NMILC currently offers a generous benefits package, including: 100% of Individual Employee Health, Dental and Vision Premium paid by NMILC for the Base Plan and 50% for dependents. Buy-up health plan also available. Access to Traditional and Roth 401(K) options and discretionary employer match up to 10% of base salary upon meeting eligibility requirements (determined each fiscal year based on funding projections). Pre-tax flexible spending account (FSA) for both medical and dependent care. Employer-paid life insurance and accidental death and dismemberment insurance. Employer-paid short and long-term disability insurance. Benefits may be subject to change at any time based on the organization's budget. NMILC also recognizes the value of creating an environment of positive work/life balance, acknowledging that investing in staff's ability to take care of themselves and their families enables them to do their best work. Our paid holiday schedule is exceptional and contributes to each of us enjoying a good work/life balance.

The plan currently includes:

Company-paid federal holidays in addition to 2 weeks of winter break, 1 week for spring break, and 1 week for summer break, and other days as established in coordination with the local public-school schedule. Three-week paid vacation days annually;1 earned sick leave hour for every 30 hours worked; Access to an Employee Assistance Program (EAP)