Finance Assistant

We are seeking a detail-oriented and dependable Financial Assistant to join our team! This position plays a vital role in supporting the organization's financial operations through payroll processing, billing, account reconciliation, invoicing, and financial reporting. The ideal candidate is highly organized, accurate, and comfortable managing multiple priorities while maintaining confidentiality and providing exceptional support to staff and clients. If you enjoy working in a collaborative environment where your financial and administrative skills make a meaningful impact, we encourage you to apply!

POSITION SUMMARY

The Financial Assistant is responsible for supporting the organization's financial and administrative operations through payroll processing, Medicaid billing, client invoicing, account reconciliation, payment tracking, and financial reporting. This position maintains accurate financial and employee records, ensures timely and accurate billing and reimbursements, and supports leadership with financial oversight and reporting while maintaining confidentiality and compliance with company procedures.

KEY RESPONSIBILITIES

Process employee payroll through ADP and Brittco by reviewing, organizing, and maintaining accurate employee timecard and payment records. Process and maintain petty cash reimbursements for employee mileage and approved client-related out-of-pocket expenses in accordance with company procedures. Prepare and calculate bi-weekly Medicaid billing statements by generating estimated billing amounts, reconciling them against approved payments, and identifying and correcting discrepancies to ensure accurate processing and reimbursement. Prepare, reconcile, and distribute client invoices to ensure accurate and timely billing. Manage and reconcile educational services client accounts and account balances: review invoices for accuracy, identify billing discrepancies, and resolve payment or invoicing issues related to educational services programs. Track, record, and reconcile all incoming payments and issue receipts to ensure accurate financial records and transparent transactions. Maintain accurate and up-to-date client account records, including tracking outstanding balances and ensuring account information is complete and current. Prepare and generate billing reports for leadership review and financial oversight. Verify, reconcile, and adjust payroll benefits and other assigned accounts to ensure accuracy and proper account maintenance. Attend and support company meetings, events, training sessions, and community or organizational events as assigned.

EDUCATION & EXPERIENCE

High school diploma /GED with a minimum of two (2) years relevant experience. Experience using QuickBooks and Microsoft Office Products (Excel and Word) required. Previous experience in accounting support, bookkeeping, billing, or financial administration required. Experience processing payroll and maintaining payroll records preferred. Experience with Medicaid billing, client invoicing, and account reconciliation preferred. Experience working in healthcare, educational services, or human services environments preferred.

KNOWLEDGE, SKILLS & ABILITIES

Proficient in QuickBooks and payroll systems. Intermediate to advanced Microsoft Excel skills, including spreadsheets, formulas, data tracking, and report generation. Strong organizational and time management skills with the ability to manage multiple deadlines and priorities. Strong mathematical and analytical skills with attention to detail and accuracy. Effective written and verbal communication skills. Strong problem-solving skills with the ability to identify and resolve billing or payment discrepancies. Ability to maintain accurate and confidential financial and employee records. Ability to reconcile accounts and identify inconsistencies in billing, payments, and payroll records. Ability to work independently while also collaborating effectively with leadership, staff, and clients. Ability to prioritize tasks and manage high-volume administrative and financial responsibilities. Ability to learn and adapt to agency procedures, financial systems, and reporting requirements. Ability to provide professional customer service when communicating with employees, clients, and external agencies.

SCHEDULE & WORK ENVIRONMENT

Full-time, 40 hours per week. Monday through

Friday Pay:

$24.00 - $26.00 per hour

Experience:

accounting: 2 years (Required)

QuickBooks:

2 years (Required)

Payroll:

1 year (Preferred)

Work Location:

In person