Finance Support Assistant (Full-Time, Temporary) - $21.50/hour

At Volunteers of America (VOA), we envision a community where no one experiences homelessness, and all people have the opportunity to thrive. VOA Finance Support Assistant supports this vision by entering all required data into the appropriate VOA databases in a timely and accurate manner for VOA Administration and Finance.  

The Finance Support Assistant also assists the Grant and Contract Billing Specialist and Payroll and Accounts Payable Supervisor with data processing, physical and electronic document management, and preparation of grant and contract billings.  In addition, this role will be responsible for receiving and distributing mail through the administrative offices.

Position Type and Expected Hours of Work: 

This is a full-time, temporary position with 40 work hours per week. The position will last for approximately 2 months. Core work hours for this position will usually take place Monday through Friday, between 7:00 a.m. and 6:00 p.m. Work schedule may vary and occasionally allow for some flexibility. Occasionally, long work hours, as well as evening, weekend, and holiday work may be necessary. 

Essential Duties and Responsibilities: 

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job. The essential functions of the position include, but are not limited to the following: 

• Enter all required data into the appropriate Volunteers of America database(s) and software applications in a timely and accurate manner and as instructed.
• Complete all required paperwork in accordance with all agency, program, and grant requirements.
• Participate in one-on-one, administrative, and staff meetings, as well as attend other meetings and trainings for VOA.
• Maintain thorough, ongoing communication and collaborative relationships with VOA staff and management, service providers, funders, and community partners.
• Understand, adhere to, and uphold policies and procedures of VOA.
• Comply and maintain privacy and confidentiality in regard to client, donor and grantor information.
• Assist Grants and Contract Billing Specialist with all monthly grant and contract billings
• Assist Accounts Payable Supervisor with credit card reconciliation, as well as scanning and filing vendor invoices.
• Maintain accurate and professional cash handling practices when dealing with cash donations.
• Receive and distribute mail through the administrative offices.

Administration and Finance Data Responsibilities: 

• Ability to use MS Excel proficiently (i.e., utilizing and linking formulas, creating forms and other documents).
• Complete, file, and retrieve required physical and electronic records for grant and contract billing in a timely manner and in accordance with all agency, grant, and contract requirements.
• Review grant and contract billing submissions for accuracy and completeness as instructed.
• Ensure that physical and electronic files and records are maintained in accordance with agency, grant, and contract requirements; create new files in a timely manner.
• Maintain thorough, ongoing communication and collaborative relationships with all VOA staff, funders, and community partners as needed.
• Complete special projects as assigned.

Additional Duties and Responsibilities: 

• Performs other related duties as required or assigned.
• Travel as required. Travel is primarily local and during the business day; although very occasional out-of-the-area and overnight travel may be expected.
• This role has no supervisory responsibilities.

Requirements

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job. 

Required Education and/or Experience: To perform this job successfully, an individual must have: 

• High School Diploma or Equivalent
• Use of MS Excel

Certificates and/or Licenses: To perform this job successfully, an individual must: 

• Have a valid Driver's License
• Have Auto Liability Insurance
• Successfully pass a Comprehensive Criminal History Background Check and Driving Record Review

Preferred Experience: 

• Use of QuickBooks and other software applications and data management platforms.

Skills, Abilities, and Competencies 

• Ability to communicate effectively, orally and in writing; including demonstrated strong interpersonal skills.
• Ability to retain high professional standards regarding confidentiality.
• Ability to multi-task and work in a high volume, fast-paced environment, balancing changing priorities.
• Proven ability for attention to detail.
• Ability to interact effectively with employees and managers from diverse socio-economic and ethnic backgrounds.
• Excellent public speaking skills for large and small groups.
• Strong analytical and organizational skills.
• Proficient in word processing applications and associated software such as Excel, PowerPoint, Publisher, and Outlook; including QuickBooks and other software applications and data management platforms.
• Proficient reporting skills including auditing data and processes regularly to produce reports and/or communications to applicable stakeholders.

Physical Requirements 

In order to meet all the expectations of this position, an individual must be able to: 

• Regularly operate a computer, keyboard, mouse, and other office equipment (phones, photocopiers, fax machines etc.), perceive text and buttons on devices, and discern print and handwriting on paper forms.
• Frequently is required to remain in a stationary position (such as sitting or standing).
• Occasionally move about inside and outside to access file cabinets, office machinery, etc., lift and/or move files and/or cleaning supplies (up to 10 pounds), help to lift and/or move boxes of files. (up to 25 pounds).

Work Conditions: 

While performing the essential duties/responsibilities of this job, the employee may experience the following environmental conditions at the frequency indicated: 

• Noise Conditions: The noise level in the work environment is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, and light traffic. The work environment can get occasionally loud.
• Heat/Cold: May be subject to heat, cold, wet, and/or humid weather conditions, and occasionally extreme heat and/or cold.
• Injury Exposure: Position requires working with standard office equipment – copy machine, computers, and phones.
• Atmospheric Exposures: Typical office environment conditions; may be exposed to various scents and perfumes, less than sanitary or uncomfortable conditions, various pests and pathogens, participants’ service and emotional support animals, as well as clients in physical, mental or emotional distress.