Finance Assistant

HOME/LIFE SERVICES INC.; New York (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

A community-based human services organization in New York is seeking a Finance Assistant. The role involves managing financial tasks, vendor research, maintaining accurate records, and assisting with payroll processing. Ideal candidates will have strong communication skills and fluency in Intuit Enterprise and Microsoft Office Suite. This position is critical and requires attendance during emergencies.

Responsibilities

• Determine supply needs and research potential suppliers.
• Conduct comprehensive research to identify potential vendors.
• Gather pricing information from different vendors.
• Maintain accurate records of vendor information and pricing data.
• Assist with inventory control.
• Perform basic office tasks including answering phones.
• Assist with the bi-weekly processing of payroll.

Skills

Effective written communication

Effective verbal communication

Fluency in Intuit Enterprise

Fluency in Microsoft Office Suite

Job description

Home/Life Services Inc. established in 1995, is a community-based, human services organization committed to improving the economic and social health of families impacted by homelessness. Home/Life provides a safe and therapeutic environment that supports the social and economic independence of its families served. By developing and implementing innovative services and programs within our 17+ facilities, persons served will overcome traumatic experiences and are empowered to establish and accomplish goals for their families.

The Finance Department provides fiscal administration including accounting, budgeting, procurement services for 17+ city contracts. The Finance Assistant will assist with managing all financial tasks in accordance with federal accounting regulations as well as the requirements set forth by the Department of Homeless Services (city funding source). The Finance Assistant’s responsibility will be to record, organize, and maintain accurate financial records.

Responsibilities

• Determine supply needs and researching potential suppliers/testing product samples
• Conduct comprehensive research to identify potential vendors and suppliers for various products and services required by the company
• Gather pricing information from different vendors and suppliers to compare costs and negotiate favorable pricing terms
• Maintain accurate records of vendor information, pricing data, and market research findings
• Assist with inventory control
• Review purchase orders prior to submission for approval
• Research and confirm delivery/completion of open invoices for all 17+ entities
• Perform basic office tasks, including answering phones, responding to emails, processing mail, filing, etc.
• Maintain consistent and active communication with the accounts receivable representatives of all vendors
• Record monthly expense invoices to the Department of Homeless Services
• Manage the monthly expense invoice auditing of the Department of Homeless Services including communication with representatives and uploading of appropriate documentation in New York City databases
• Assist with the bi-weekly processing of payroll for all companies
• Complete regular maintenance of payroll system ensuring that all employee information is accurate
• Organize and file check stubs, invoices, and supporting financial documents.
• Maintain orderly storage drawers and finance files.
• Assist with payroll processing, including follow up on missing documentation and missed punches.
• Maintain and update petty cash tracking spreadsheets.
• Organize and track supply request email communications.
• Review and monitor FDNY related accounts and records.
• Download, upload, and organize financial reports and documentation.
• Prepare and organize expense invoices and backup materials.
• Follow up with vendors and facilities regarding invoices and documentation.
• Will complete additional tasks as needed and required to support the Finance Department
• Must be able to report to work as scheduled during any emergency (essential employee)

*Duties and responsibilities are subject to change based upon business demands*

Qualifications

• Must be an exceptionally effective written and verbal communicator.
• Fluency in the operation of Intuit Enterprise and Microsoft Office Suite.