Finance Assistant Jobs

About The Position

Requirements

• 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.

Nice To Haves

• Bilingual English and Spanish 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.

Responsibilities

• Process vendor invoices by verifying coding, supporting documentation, receipt of goods or services, and 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.
• 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.
• 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.

Benefits

• 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.
• 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)