Fiscal Assistant

Essential Duties and Responsibilities

Fiscal Operations

• Assist with monthly bank reconciliations and investigate outstanding or unmatched transactions.

• Complete credit card reconciliations and verify that appropriate receipts, documentation, coding, and approvals are maintained.

• Maintain organizational deposit logs and supporting deposit documentation.

• Collect, organize, and maintain backup documentation required for grant invoicing and reimbursement.

• Assist with reviewing expenditures for appropriate supporting documentation and grant allocation.

• Follow up with employees and program staff regarding missing receipts, approvals, invoices, or other fiscal documentation.

• Maintain organized electronic fiscal records in accordance with HWNY record-retention and audit requirements.

• Provide routine fiscal administrative support to the Fiscal Operations Manager and Fiscal Compliance & Grants Administrator.

• Assist with preparation of documentation for audits, monitor reviews, grant reporting, and other fiscal compliance activities.

• Performs other duties as assigned

HELP Program Fiscal & Participant Documentation

• Conduct ongoing audits of HELP participant folders to ensure:

• Participant folders are properly established and maintained.

• Required documentation is present and complete.

• Supporting documentation is appropriately filed and accessible.

• Assist with HELP invoicing preparation, including collection and organization of required supporting documentation.

• Audit gift card and laptop issuance records to HELP participants and verify appropriate documentation and acknowledgment of receipt.

• Review CRM records related to gift card and credit card purchases to ensure required approvals are complete and transactions are appropriately updated to paid status.

• Identify missing, incomplete, or inconsistent participant and fiscal documentation and coordinate follow-up with appropriate program staff.

• Assist with maintaining documentation necessary to demonstrate compliance with grant, funder, and organizational requirements.

Financial Documentation & Internal Controls

• Support routine fiscal quality-control reviews to ensure documentation is complete prior to reimbursement or grant invoicing.

• Assist with tracking outstanding fiscal documentation and following up on unresolved items.

• Verify that financial transactions have appropriate supporting documentation and organizational approval.

• Help maintain consistent fiscal processes across HWNY and affiliated AHEC operations.

• Assist with process improvements designed to strengthen documentation, reconciliation, internal controls, and audit readiness.

• Maintain confidentiality of employees, participant, financial, and organizational information.

Minimum Qualifications

• Associate degree in accounting, finance, business administration, healthcare administration, or a related field preferred; equivalent relevant experience may be considered.

• Previous experience in accounting, bookkeeping, fiscal administration, grants administration, or administrative financial support preferred.

• Strong attention to detail and ability to identify missing or inconsistent documentation.

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

• Comfortable working with financial records, spreadsheets, databases, and electronic document-management systems.

• Proficiency with Microsoft Excel, Word, Outlook, and related business applications.

• Ability to communicate professionally with employees, program staff, vendors, and organizational leadership.

• Ability to maintain confidentiality and exercise sound judgment when handling financial and participant information.

Preferred Qualifications

• Experience working in a nonprofit, healthcare, workforce-development, or grant-funded organization.

• Experience with grant invoicing or reimbursement documentation.

• Experience completing bank or credit card reconciliations.

• Familiarity with accounting, CRM, payroll, expense-management, or grants-management systems.

• Experience reviewing records for audit or compliance purposes.

Work Environment

This position may be performed through an optional hybrid work arrangement, combining remote work with in-office responsibilities as operational needs require. The employee must be available for in-person work, meetings, training, fiscal documentation needs, or other organizational activities when requested.

Compensation

This is a full-time, hourly, non-exempt position with an anticipated annualized compensation range of $55,000–$60,000, based on experience and qualifications. The Fiscal Assistant is eligible for HWNY employee benefits in accordance with organizational policies and plan eligibility requirements.

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