Finance Assistant

Organizational Overview

Meals on Wheels of Rhode Island (MOWRI) is a mission-driven organization dedicated to meeting the nutritional, safety, and social needs of Rhode Islanders so that they can maintain healthy and independent lifestyles. We believe food is medicine and that access to nutritious, appropriate meals and education plays a vital role in health, disease management, and overall well-being.

Summary

The Finance Assistant supports the day-to-day operations of the Finance Department to maintain accurate accounting records for analysis and reporting purposes. It also assists with related functions when needed such as business planning, budgeting, and administration.

This is a full time, hourly position; Monday through Friday with core hours of 8:30 am - 4:00 pm; evenings and weekends as needed during high volume periods with advance notice provided.

Essential Duties and Responsibilities

• Support development and donation administration by maintaining accurate donor records in Bloomerang, processing all cash/check/online gifts across program areas, preparing deposits, reconciling activity with bank transactions, categorizing revenue in QuickBooks Online, and generating weekly acknowledgment letters.
• Manage daily banking and cashflow tasks including reviewing bank activity for irregularities, administering Positive Pay decisions, organizing all mail intake and outgoing correspondence, and ensuring timely preparation and classification of deposits.
• Provide client and donor service by responding promptly and accurately to inquiries related to donations, payments, or billing issues.
• Process accounts payable and accounts receivable by collecting and coding invoices in BILL, matching incoming payments to outstanding requests, monitoring AR aging, and maintaining complete, organized supporting documentation for grants and contracts.
• Assist with monthly reconciliations and financial reviews by comparing bank transactions to the general ledger, preparing follow up items or adjustments, and supporting grant drawdowns with accurate backup (meal counts, invoices, timecards, etc.).
• Maintain contract and procurement records including W9s, vendor agreements, insurance certificates, and ACH forms, while also tracking supply expenses, placing periodic supply orders, and ensuring alignment with contract budgets.
• Support compliance, audit preparation, and documentation retention by organizing daily financial records, preparing materials for auditors, and following internal controls and regulatory requirements.
• Coordinate finance department timelines by maintaining the annual and quarterly finance calendar and assisting the Finance Director and Finance Coordinator in meeting required deadlines.
• Provide administrative support to the Finance Committee by serving as notetaker and preparing meeting minutes.

Requirements

Knowledge, Skills and Abilities

• Commitment to Meals on Wheels of RI’s mission & values
• Ability to manage multiple projects and adjust workflow as needed to meet deadlines and goals
• Timely communication between supervisor and other internal team members
• Ability to work independently
• Proficiency in QuickBooks Online
• Strong communication skills with external clients and customers
• Excellent organizational skills
• Proficiency in Microsoft Office Suite
• Valid driver’s license & reliable transportation
• Customer service

Education and Experience

• 1-2 years of experience in accounting or bookkeeping
• Associates Degree or equivalent education/experience required. B.A. in accounting, business or a related field a plus.
• Understanding of Generally Accepted Accounting Principles (GAAP), OMB Uniform Grant Guidance and other body rules
• Clear results of a background and motor vehicle record check

Work Environment

Work is performed in a building. The noise level in the work environment is usually moderate and the environment is sometimes fast paced. Protocol for safety and security is a priority. Occasional work after normal business hours. Must be able to drive to other locations such as external meetings, within the state.

Physical Demands

While performing the duties of this job, the team member is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands; balance, stoop, kneel or crouch; and talk or hear. The team member must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.