Job Description

FINANCE ASSISTANT

The Finance Assistant should have three years professional work experience in finance, accounting, operations, and QuickBooks online. This position works under the leadership of Finance and Operations, and interfaces regularly with both internal and external stakeholders. Primary responsibilities include participation in the monthly invoicing process, creation of reports including analysis and dissemination of financial information for use by management, reconciliation of diverse accounts to ensure data integrity of systems, maintenance of financial and budget records for accuracy, and support of internal business operations.

REQUIREMENTS

EDUCATION

• Bachelor’s degree (preferred)

TECHNICAL SKILLS

• Proficiency in, or desire to learn, the following programs:
• Excel and Smartsheet / spreadsheet software
• QuickBooks Online / accounting software
• Bluebeam / pdf editing software
• Harvest / project-driven time and expense tracking software
• Ability to learn, understand and efficiently use proprietary and custom software applications

POSITION

• The following attributes are preferred, but not required:
• Familiarity with general business technology and terminology
• Ability to read and interpret financial statements and accounting records
• Familiarity with principles, practices and procedures of business record keeping
• General understanding of budget preparation and reconciliation process
• Strong analytical skills pertaining to mathematics and statistics

TRAVEL

• While travel will be minimal, the ability to travel anywhere within in the United States by car and/or airplane is required for training and special projects.

GENERAL

• Excellent verbal and written communication skills
• Exceptional organization
• Strong attention to details
• Ability to multi-task, prioritize, work under pressure and meet deadlines
• Desire to accept additional responsibilities over time

PHYSICAL

• Work in an office environment, frequently at a desk or table
• Intermittent sitting, standing or stooping
• Occasional lifting of light objects weighing 25 lbs. or less
• At times, may be exposed to dust, dirt and other airborne debris
• Must comply with all safety precautions and policies (e.g.: OSHA, incident reporting)
• Travel by airplane and/or car, which may involve sitting for extended periods of time

DUTIES

This position will likely perform duties associated with the functions listed below. The specific duties listed below are examples; this list is not meant to be all-inclusive.

General

Maintain weekly time tracking in Harvest system and timesheet

Collect and distribute mail, and send outgoing items via USPS, FedEx, UPS carriers

Answer telephone calls and reroute to staff as appropriate

Coordinate, schedule and prepare materials for meetings

Maintain filing system and archiving with consideration to functionality and legal requirements

Exhibit professional demeanor and appearance during business interactions with various levels of staff, clients, and vendors

Finance/Accounting

Perform routine calculations to produce analyses and reports as needed

Maintain weekly, monthly and quarterly financial reports for budget tracking

Research and disseminate information to assist with managerial budget reports

Review and enter vendor invoices into accounting software per GAAP

Participate in inventories and audits of company furniture and equipment

Perform biweekly payroll processing; manual wage calculations and management reports

Project Tracking & Invoicing

Assist with new project set-up in internal systems and report discrepancies

Maintain Project-related insurance and contract folders

Audit employee time/expense entries for completeness and accuracy

Process and analyze reports pertaining to client budgets and profitability

Participate in preparation and submission of invoicing and backup documentation

Assist with tracking of accounts receivable and collections efforts

Operations

Audit office supplies and monitor stock levels for reordering

Assist in analysis of new equipment and software to improve internal user experience

Facilities maintenance, including cleaning, trash, and other special projects

Develop and update administrative systems to make them more efficient

Suggest changes or improvements to increase accuracy, efficiency, and cost reductions

Creation of SOPs and other training materials for use by internal staff

Continuing Education

Self-study to improve understanding of Criterion’s business model, services, and stakeholders

Improve proficiency in frequently used software (Excel, QuickBooks, Smartsheet/ Harvest)

Cross-training with Operations team members to provide coverage for vacations/absences

Conduct individual research, attend conferences and seminars to stay abreast of current and future products and technology

Improve professional and legal knowledge by attending educational workshops; establishing personal networks and participating in professional societies

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