Finance and Operations Assistant

About the role

Supports the day-to-day financial and administrative operations of the organization. This position is responsible for accounts payable processing, billing support, cash receipt processing, vendor management, banking activities, mail distribution, and various administrative tasks. The role works closely with the Controller, Senior Accountant, and Fractional CFO to ensure the timely and accurate processing of financial transactions while maintaining strong internal controls and exceptional customer service. This position requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities.

Responsibilities

• Pull remittance advice (RA) reports from Provider Reimbursement and Operations Management Information System (PROMISe) weekly.
• Download Trade File reports from PROMISe and upload to Client Management System (CRM-Horizon).
• Assist Senior Accountant as needed with billing tasks.
• Monitor and manage accounts payable email inbox including invoices, vendor statements, staff reimbursement requests, and vendor inquiries.
• Establish and maintain vendor records in the accounting system (MIP-Momentive Software).
• Route invoices for approval according to organizational policies.
• Enter approved invoices into MIP.
• Prepare weekly outstanding payables reports for Controller review.
• Prepare and process weekly check runs.
• Maintain complete electronic documentation supporting all check payments.
• Mail vendor payments and maintain payment records.
• Generate positive pay files and upload them to banking platform.
• Assemble and route check packages and supporting documentation for approval