Fiscal Assistant

Position Summary

Health WorkForce New York (HWNY) is seeking a highly organized, detail-oriented Fiscal Assistant to support the organization’s fiscal operations, grant invoicing processes, participant documentation, and financial compliance activities. Reporting directly to the Chief Financial and Administrative Officer, the Fiscal Assistant will work closely with the Fiscal Operations Manager and Fiscal Compliance & Grants Administrator to maintain accurate financial records, complete routine reconciliations, collect supporting documentation, and prepare financial and programmatic records for invoicing and audit purposes. This position is ideal for an individual who is highly organized, comfortable working across multiple systems and funding streams, and able to identify missing documentation or discrepancies before they affect invoicing, reimbursement, or compliance.

Essential Duties and Responsibilities

Fiscal Operations

• Assist with monthly bank reconciliations and investigate outstanding or unmatched transactions.
• Complete credit card reconciliations and verify appropriate receipts, documentation, coding, and approvals are maintained.
• Maintain organizational deposit logs and supporting deposit documentation.
• Collect, organize, and maintain backup documentation required for grant invoicing and reimbursement.
• Assist with reviewing expenditures for appropriate supporting documentation and grant allocation.
• Follow up with employees and program staff regarding missing receipts, approvals, invoices, or other fiscal documentation.
• Maintain organized electronic fiscal records in accordance with HWNY record-retention and audit requirements.
• Provide routine fiscal administrative support to the Fiscal Operations Manager and Fiscal Compliance & Grants Administrator.
• Assist with preparation of documentation for audits, monitor reviews, grant reporting, and other fiscal compliance activities.
• Performs other duties as assigned

HELP Program Fiscal & Participant Documentation

• Conduct ongoing audits of HELP participant folders to ensure:
• Participant folders are properly established and maintained.
• Required documentation is present and complete.
• Supporting documentation is appropriately filed and accessible.
• Assist with HELP invoicing preparation, including collection and organization of required supporting documentation.
• Audit gift card and laptop issuance records to HELP participants and verify appropriate documentation and acknowledgment of receipt.
• Review CRM records related to gift card and credit card purchases to ensure required approvals are complete and transactions are appropriately updated to paid status.
• Identify missing, incomplete, or inconsistent participant and fiscal documentation and coordinate follow-up with appropriate program staff.
• Assist with maintaining documentation necessary to demonstrate compliance with grant, funder, and organizational requirements.

Financial Documentation & Internal Controls

• Support routine fiscal quality-control reviews to ensure documentation is complete prior to reimbursement or grant invoicing.
• Assist with tracking outstanding fiscal documentation and following up on unresolved items.
• Verify that financial transactions have appropriate supporting documentation and organizational approval.
• Help maintain consistent fiscal processes across HWNY and affiliated AHEC operations.
• Assist with process improvements designed to strengthen documentation, reconciliation, internal controls, and audit readiness.
• Maintain confidentiality of employees, participant, financial, and organizational information.

Minimum Qualifications

• Associate degree in accounting, finance, business administration, healthcare administration, or a related field preferred; equivalent relevant experience may be considered.
• Previous experience in accounting, bookkeeping, fiscal administration, grants administration, or administrative financial support preferred.
• Strong attention to detail and ability to identify missing or inconsistent documentation.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Comfortable working with financial records, spreadsheets, databases, and electronic document-management systems.
• Proficiency with Microsoft Excel, Word, Outlook, and related business applications.
• Ability to communicate professionally with employees, program staff, ve…