Administrative and Finance Assistant

PositionTitle: Finance & Administrative Assistant
Reports To: Executive Director
Location: Harrisonburg, VA
Status: Full-Time | Exempt | In-Person | Some evenings/weekends required

• Transaction Lifecycle: Record and categorize daily financial transactions, including organizational income, expenses, and vendor payments.
• AP/AR Oversight: Manage accounts payable and accounts receivable; process customer invoices, vendor bills, and regular payment requests.
• Client Assistance Disbursal: Process rent and utility payments for clients, verifying that all supporting paperwork fulfills strict grant documentation guidelines.
• Reconciliation & Reporting: Reconcile bank accounts, credit card statements, and digital ledgers monthly; prepare accurate income and expense summaries.
• Audit Readiness: Assist with month-end and year-end closing procedures; organize financial files, receipts, and source documents to support the external accountant during annual audits.
• Payroll Support: Help compile payroll data and track employee expense reimbursements.

• Compliance Facilitation: Partner with the Executive Director to monitor compliance for local, state, and federal funding streams.
• Database Administration: Submit timely grant remittances and performance data through the CAMS Housing Database.
• Data Integrity: Track grant expenditures to guarantee eligibility and maintain systematic document retention in line with regulatory policies.

• Executive Liaison: Deliver administrative and project-based support directly to the Executive Director.
• Process Optimization: Identify and implement improvements for office management systems and administrative workflows.
• Mission Assistance: Provide administrative support for agency events and daily logistics to further the Mercy House mission.

• Education & Experience: Associate’s Degree in accounting, finance, or a related field (or equivalent professional experience).
• Technical Proficiency: Proven expertise using QuickBooks and Microsoft Office Suite (Excel, Word, Outlook).
• Sector Knowledge: Experience navigating grant-funded programs, compliance frameworks, or nonprofit bookkeeping is preferred.
• Core Competencies: Exceptional attention to detail, strong time-management skills, and a proven ability to meet rigid reporting deadlines.
• Discretion: Demonstrated ability to handle sensitive financial records and personal client information with absolute integrity and discretion.
• Soft Skills: Clear written and verbal communication, collaborative problem-solving, and the ability to work independently.