Finance Associate

Job Title: 

Department: Administration

Classification:  Full time, hourly, non-exempt (24-32 hours a week)

Job Relationship: Reports to Senior Director of Finance

Position Summary: Performs all accounts payable activities.  Provides payroll, deposit, and banking support to the lead Finance Associate.  Provides accounting support to the Senior Director of Finance.

Department Mission: To maintain an environment of transparency, accountability, and high ethical and business standards, as well as a solid framework of standard financial controls and procedures, to ensure the integrity of the financial and bookkeeping process and compliance with federal, state, and local legal and reporting requirements.

Essential Job Functions:

Performs deposits and banking activities:

  • Process, reconcile and prepare daily Shelter bank deposits, including verifying credit card reports against receipts.  Follow-up with appropriate staff with questions and discrepancies.
  • Receive, verify and transmit electronic bank deposits from the Development department.
  • Create journal entries to record Shelter and Development deposits in accounting software.
  • Create journal entries to record ACH payments in accounting software.
  • Take cash deposits to the bank.

Performs accounts payable activities:

  • Receive vendor invoices and verify against purchase orders and other supporting documentation for prices, terms of payment, and other charges.
  • Follow-up with appropriate staff with questions, discrepancies, and/or with missing purchase orders.
  • Record invoices in Financial Edge accounting software.
  • Ensure bills are paid in a timely and accurate manner while adhering to department and organizational procedures.
  • Assemble and mail signed/authorized checks to vendors.
  • File invoices and copies of checks in vendor files.

Provides support on payroll activities:

  • Assist with entering new hires.
  • Assist with updating employee records by entering changes to pay, exemptions, insurance coverage, and other payroll functions.
  • Assist with entering staff wellness payroll deductions.
  • Monitor and follow-up with missed punches.
  • Distribute paychecks.
  • Maintain all payroll operations according to APL policies and procedures.
  • Maintain employee confidence and protect payroll operations by keeping information confidential.

 Provides support to Development Gift Processing Team:

  • Process and release EDM deposits.
  • Process one-time credit card donations in PayConex.
  • Enter gift batches in Raiser’s Edge.

 Performs other duties as assigned including, but not limited to:

  • Process monthly Animal Welfare Clinic invoices including assigning invoice numbers, tracking, and mailing.  Create journal entries to record accounts receivable and service revenue.  Notify the Senior Director of Finance of past due invoices.
  • Prepare monthly “in-kind” donations report.
  • Compile report and balance County Dog Licenses receipts in accordance with county standards.
  • Perform monthly Petty Cash reconciliation. Investigate and resolve variances and discrepancies.
  • Perform other duties and special projects as assigned, including routine calculations, analyses, and creating/generating/maintaining reports and complex spreadsheets.
  • Provide assistance to staff and volunteers when needed.
  • Keep the Senior Director of Finance informed on the above items.
  • Adhere to the APL’s accounting and financial policies and procedures, including cash handling, internal controls, and segregation of duties.
  • Represent the APL in a professional and courteous manner at all times.
  • Provide quality service to clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
  • Promote a safe work environment by actively monitoring safety compliance of staff and taking immediate action to correct hazards.
  • Attend necessary meetings and provide feedback as requested.
  • Support management and discusses differences privately.


  • Two – three years of bookkeeping or accounts payable experience preferred.
  • Previous experience with Financial Edge preferred.

Knowledge, Skills and Abilities

  • Ability to perform bookkeeping entries, computations and calculations accurately.
  • Ability to identify and problem solve discrepancies or errors.
  • Ability to thrive working both independently and collaboratively.
  • Ability to multi-task and work well under pressure in a fast-paced environment with a variety of people, personalities, noises, and distractions.
  • Ability to promote communication and cooperation between APL departments.
  • Proficient in Microsoft Office Suite applications, including Word, Excel, Outlook, and Office 365.
  • Possess strong written and verbal communication skills.
  • Possess attention to detail.
  • Ability to maintain high level of confidentiality.
  • Fear Free Certified or must become certified within six months of hire
  • Supports the APL’s desire to celebrate a diverse and inclusive culture that fuels the compassion that connects us to one another.

EEOC: The Cleveland APL is an equal opportunity employer and is looking for diversity in qualified candidates for employment.