Finance Operations Assistant

Gradient • Tulsa, OK

59d • $19 - $22 • Onsite

About The Position

Gradient is seeking a part-time Finance Operations Assistant to help keep the Finance and Administration Department organized, on schedule, and running efficiently. This position offers valuable exposure to finance, compliance, and operations systems within a growing entrepreneurial organization. The role centers on maintaining clear communication, supporting systems, and keeping tasks and deadlines on track. The ideal candidate values structure, consistency, and timeliness, and demonstrates strong organizational skills and attention to detail. This position is ideal for someone interested in growing into operations, grants, or administrative management roles in the future.

Requirements

• High school diploma or equivalent.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Comfortable using file organization and productivity systems such as Google Workspace and Asana, and open to learning new tools, including AI based systems, to improve workflow efficiency.
• Dependable, punctual, and capable of managing multiple small tasks.

Nice To Haves

• Brings strong focus and attention to detail, even during repetitive or deadline-driven tasks.
• Takes initiative during slower periods and looks for ways to keep the team organized.
• Dependable and follows through on commitments with care and consistency.
• Communicates clearly and respectfully with team members and leadership.
• Approaches work with curiosity, professionalism, and a willingness to learn.
• Positive, collaborative, and enjoys contributing to a supportive, solution-oriented team environment.
• Flexible and open to feedback, new ideas, and evolving systems.

Responsibilities

• Manage the Finance inbox by flagging and sorting messages into actionable and easily identifiable categories (i.e., tasks, FYIs, follow-ups).
• Upload, organize, and properly name electronic files and maintain folder systems for finance documents, audit files, and compliance materials.
• Input ad hoc vendor invoices and ensure supporting documentation is routed properly.
• Support tracking and following up on corporate card memos and receipts, ensuring timely submission by staff.
• Support tracking of document needs for audits, grants, and executive requests, keeping the Head of Finance informed of upcoming deadlines or missing items. Locate and organize readily available files, while flagging more complex document requests for follow-up.
• Support tracking of upcoming compliance filing dates (i.e., 1099s, 990s, audits) on the finance calendar and maintain organized digital folders for related documents.
• Maintain the Finance Department calendar, including reporting deadlines, grant reimbursement schedules, and key compliance dates.
• Coordinate scheduling for the Head of Finance & Administration with internal teams to handle finance-related requests.
• Track open tasks in Asana (or similar system) and send email reminders or calendar updates to keep items moving forward.
• Help maintain visual trackers or checklists for recurring finance tasks and deadlines.
• Coordinate light follow-up between the Finance team and other departments to ensure needed information (such as event details, inventory updates, or grant documentation) is shared on time and in the correct format.
• Proactively confirm that each department provides needed inputs (i.e., event revenue reports, inventory updates, grant documentation).
• Support light document prep or standard correspondence as directed by the Head of Finance & Administration.

Benefits

• Retirement: 401(k) eligibility begins after six months. Gradient contributes 2% automatically and matches employee contributions dollar-for-dollar up to another 2%, for a total employer contribution of up to 4%.
• Work Essentials: 100% of job-related hardware/software costs covered, plus a paid downtown Tulsa parking pass.
• Workspace Perks: Gradient 24/7 coworking membership, providing exposure to some of the most exciting startups in Tulsa.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees