Finance Administrative Assistant Job Description

A Finance Administrative Assistant provides crucial support to the finance department of an organization, handling a wide range of administrative and clerical duties that contribute to the smooth and efficient operation of financial processes. This role is vital for maintaining accurate records, facilitating communication, and ensuring compliance with financial regulations. The assistant's contributions allow finance professionals to focus on more complex tasks such as financial analysis, reporting, and strategic planning.

Key Responsibilities:

• Data Entry and Record Keeping: Accurately inputting financial data into accounting systems and spreadsheets, maintaining organized physical and electronic files, and ensuring data integrity are core responsibilities. This includes processing invoices, expense reports, and other financial documents.
• Invoice Processing and Payment: Managing the full invoice lifecycle, from receiving and verifying invoices to obtaining necessary approvals and processing payments to vendors. This often involves reconciling vendor statements and resolving discrepancies.
• Expense Report Management: Reviewing employee expense reports for accuracy and compliance with company policy, processing reimbursements, and maintaining accurate expense records.
• Account Reconciliation: Assisting with the reconciliation of bank statements, credit card statements, and other financial accounts to ensure accuracy and identify any discrepancies.
• Budget Tracking and Reporting: Supporting the budgeting process by tracking expenses against budgets, preparing budget reports, and identifying potential variances.
• Payroll Support: Assisting with payroll processing by collecting employee time sheets, verifying employee information, and preparing payroll reports.
• Financial Reporting Assistance: Supporting the preparation of financial reports by gathering data, creating spreadsheets, and assisting with data analysis.
• Communication and Correspondence: Handling incoming and outgoing communication, including phone calls, emails, and mail. This may involve communicating with vendors, customers, and internal stakeholders.
• Office Management: Maintaining office supplies, managing office equipment, and ensuring a clean and organized work environment.
• Compliance and Documentation: Ensuring compliance with financial regulations and company policies, maintaining accurate documentation, and assisting with audits.
• Scheduling and Meeting Coordination: Scheduling meetings, managing calendars, and making travel arrangements for finance team members.

Required Skills and Qualifications:

• Education: A high school diploma or equivalent is typically required. An associate's degree in accounting, finance, or a related field is often preferred.
• Experience: Prior experience in an administrative role, preferably in a finance or accounting department.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) is essential. Experience with accounting software such as QuickBooks or SAP is highly desirable.
• Attention to Detail: Meticulous attention to detail and accuracy in data entry and record keeping.
• Organizational Skills: Strong organizational and time-management skills to prioritize tasks and meet deadlines.
• Communication Skills: Excellent written and verbal communication skills to interact effectively with internal and external stakeholders.
• Problem-Solving Skills: Ability to identify and resolve discrepancies and issues in financial data.
• Confidentiality: Ability to maintain confidentiality of sensitive financial information.

The Finance Administrative Assistant role is a valuable stepping stone for individuals seeking a career in finance or accounting. It provides an opportunity to gain practical experience, develop valuable skills, and contribute to the success of the organization.