JOB TITLE:	Finance and Administration Specialist	REPORTS TO:	Chief Financial Officer
CLASSIFICATION/FLSA STATUS:	Non-Exempt	DATE REVISED:	October 2, 2020
POSITION TYPE	Full Time	STARTING SALARY RANGE:	$18.00-$19.59/hour

JOB SUMMARY:

The Finance & Administration Specialist is responsible for providing high-level administrative support to the Chief Executive Officer and other senior level staff, maintain accounts receivable and accounts payable and supports payroll controls. This position will also assist the Chief Financial Officer with annual audit preparation and other duties as directed by the Chief Financial Officer. The Finance and Administration Specialist will maintain confidentiality of information and uphold New Life Center's mission, vision, and core values of compassion, resilience, equity, and community.

ROLES AND RESPONSIBILITIES:

SUPERVISION

None.

ESSENTIAL FUNCTIONS

Accounts Payable & Receivable

Review and process Accounts Payable invoices and insures accurate coding and timely payment.
Verify, code, process, and post accounts receivable ensuring accuracy and timeliness.
Process routine monthly payments as approved.
Prepare monthly grant reimbursement requests in accordance with state and federal contract requirements.
Prepare bank deposits, secure cash, checks, and credit cards.
Process receipts from agency's fundraising activities including, but not limited to, events, donations and grants.
Verify donor invoices according to their scheduled donation pledges. Complete all automatic credit card transactions.
Prepare periodic inventory control reports.
Answer vendor and donor questions by researching accounts.

Payroll

Process payroll and associated tasks including data entry and reporting.
Assist CFO to manage judgments, garnishments, and employee payroll deductions.

Reporting and Audit

Assist with implementation of good internal control procedures.
Assist with reporting requirements of Finance Department.
Assist with audit preparation by government agencies and independent auditing firm.
Assist with event finance records as needed.

Administrative Support

Provide administrative support to members of the Leadership Team.
Draft letters, memos, invoices, reports and other documents for Leadership.
Arrange travel and accommodations for Leadership.
Schedules and attend Board of Director meetings, and other committee meetings as directed, take notes, and record minutes.
Prepare Board meeting packets well in advance of upcoming Board meetings.
Receive incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
Assists with basic human resource functions including initiating onboarding of new employees, processing workman's compensation and unemployment claims, responding to employment verification requests.
Performs additional duties as assigned by executives.
Performs other related duties as assigned.

Agency Management

Participate as an active team member of the Administration Department Team including attending department meetings, Board meetings, and other relevant meetings as assigned.

Report all emergencies, concerns and organizational needs to the Chief Finance Officer.

Actively contribute to, and uphold the practices of, New Life Center's trauma informed environment.
Interact professionally with guests, volunteers, other service providers and community representatives.
Share in the responsibility for cleanliness & appearance of the entire campus.

Other

Help in building a culture of cooperation and collaboration among New Life Center staff, interns, and volunteers.
Support and adhere to all policies regarding participant and program confidentiality.
Actively contribute to New Life Center's trauma informed philosophy.
Keep current on issues of domestic violence, sexual assault, and human trafficking including seeking out appropriate training opportunities.
Participate in scheduled agency-wide meetings and events as assigned.
Perform other duties as needed.

COMPETANCIES

Demonstrated ability to remain calm in crisis situations, work independently and cooperatively, recognize personal limitations, and relate positively and with empathy to all persons regardless of age, race, creed, gender identity, or sexual orientation.
Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
Maintain a professional demeanor and positive working relationships with internal and external team members, stakeholders, and community and business partners.
Strong interpersonal, oral, and written communications skills.
Regular and consistent attendance.
Strong attention to detail and ability to follow-through with tasks.
Effective time management and ability to prioritize and reprioritize tasks in a fast-moving environment.

Highly proficient with computers and software including Microsoft Office and Google Suite.

PHYSICAL DEMANDS

Physical	Occasionally	Frequently	Constantly
Walking		X
Bending		X
Standing		X
Sitting		X
Driving	X
Lifting up to 50 lbs. with or without assistance	X
Stretching/Reaching		X
Hearing/Seeing		X
Exposure to blood borne pathogens and infectious disease		X
Exposure to hazardous material		X
Climbing	X
Hand/finger dexterity		X

QUALIFICATIONS

REQUIRED

High school diploma or GED and two years of related experience that include accounts payable/receivable and payroll.
Valid Arizona driver's license or state issued identification.

Currently possess, or ability to successfully obtain Level 1 Fingerprint Clearance**

CPR/1st Aid Certified. **
Negative TB test required. **

**If necessary, New Life Center will complete these areas of qualification during the onboarding process.

PREFERRED

Bachelor's degree in accounting, nonprofit management, public administration, or a related field.
1 or more years of experience working within a nonprofit victim services, domestic violence, sexual assault, and/or human trafficking agency.
Experience with QuickBooks Desktop or Online.
Bilingual English/Spanish.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

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