Finance Assistant

Description

We are hiring a Finance Assistant, come join our team! This position is in-person located in Oshkosh WI.  

CESA 6 offers great benefits for full time employees such as:  Health, Dental and Vision insurance; Wisconsin Retirement System (WRS); Wellness Program; Accident/Critical Illness/Hospital Indemnity insurance; Pet insurance; paid vacation and holidays.

See CESA 6 Values Here  

SUMMARY

The Finance Assistant serves as a primary Finance support resource for CESA 6 centers and departments, helping staff effectively navigate purchasing, expenses, registrations, financial processes, and Finance systems. The position provides responsive, solutions-focused service while ensuring that requests and transactions are completed accurately and in a timely manner through established agency processes. The Finance Assistant also supports the Finance team through expense administration, financial system setup, transaction processing, data integrity, and Finance training and documentation.

ESSENTIAL FUNCTIONS

Department & Purchasing Support

• Serve as a primary Finance support resource for centers and departments.
• Support center and department purchasing, including Amazon orders, conference registrations, accommodations, subscriptions, resources, assessments, equipment, and other program-related purchases.
• Administer the agency's Amazon account.
• Coordinate consortium and grant-related purchasing, including Title III and Perkins.
• Support resale acquisition and maintain assigned supply inventory and subscriptions.
• Respond to routine purchasing, billing, invoicing, and Finance process questions.
• Manage assigned Finance tickets in HubSpot and ensure requests are appropriately resolved or routed.
• Provide assigned support to external financial solutions.

Expense & Ramp Administration

• Provide centers and departments with support related to Ramp, expenses, reimbursements, and required documentation.
• Complete first-level review of Ramp transactions for appropriate documentation, coding, and compliance with established processes.
• Follow up on missing receipts, incomplete documentation, and outstanding transactions.
• Maintain established Ramp reminder and accountability processes.

Financial System & Organizational Setup

• Create and maintain approved department, class, and other assigned financial and organizational structures in NetSuite.
• Support centers and departments with the financial system setup and related Finance processes.
• Maintain accurate financial and organizational master data.
• Coordinate with Finance team members to ensure changes are accurately reflected in applicable systems.

Finance Processing & Data Integrity

• Complete assigned Finance processing activities, including Title III payments, consortium purchasing, grant-related transactions, Co-op Program tracking, and Wisconsin Forward Exam billing.
• Provide backup support for accounts payable processing.
• Identify and assist with resolving duplicate client and vendor records and other assigned data-integrity issues.
• Maintain assigned financial information and supporting documentation in NetSuite, HubSpot, and other approved systems.
• Use established Finance entry points, systems, forms, and workflows to support consistent financial practices across the agency.

Finance Training & Documentation Support

• Assist centers and departments in understanding and using established Finance processes, systems, and tools.
• Maintain and update Finance procedures, forms, process documentation, training resources, documents, and presentations.
• Support Finance training and communication for agency staff.
• Identify recurring questions and process gaps and assist the Finance team with improving processes and documentation.

Agreements & Finance Administration

• Log vendor agreements and related information for the Finance team in the agency's established contract management system.
• Maintain assigned agreement records and supporting documentation.
• Support agreement tracking and administrative follow-up as assigned.

General Responsibilities

• Provide responsive and professional service to centers, departments, staff, clients, vendors, and other stakeholders.
• Maintain confidentiality and follow established Finance processes, internal controls, and approval requirements.
• Collaborate with Finance team members to ensure requests and assigned work are completed accurately and in a timely manner.
• Provide backup support for other Finance functions as assigned.
• Perform other duties as assigned.

Requirements

POSITION QUALIFICATIONS

Experience, Education, and/or Licensure 

• High school diploma required.  
• Certification or an Associate degree as an administrative assistant or bookkeeper is preferred.
• 2+ years of office experience desired.

Required Skills and Abilities

• Model the agency's core values.
• Advanced computer skills, including email, word processing, and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications, along with the ability to learn agency-specific applications to support business operations.
• Ability to generate professional emails.
• Ability to create organizational tools and processes to support the centers.
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a manner that reflects well on self, team, and agency.
• Work as a team and collaborate effectively with other Finance personnel to meet the Agency's needs.
• Be process-oriented.
• Be nimble and conscientious to meet defined timelines.
• Communicate effectively and timely, verbally, and in writing, to a diverse audience.
• Plan, organize, and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management skills, including the ability to manage schedules and meet deadlines.
• Problem-prevention, conflict resolution, and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality in handling sensitive information and process it with discretion.
• Work effectively, professionally, and tactfully with internal agency staff and external clients. 
• Ability to set and meet high customer service standards (internal and external).
• Excellent interpersonal skills to facilitate interaction with the workforce.
• Exhibit a professional, businesslike appearance and demeanor.
• Professionally represent the agency and public, private, and parochial school districts in interactions with staff, customers, and the community.
• Facilitate an overall work environment of mutual respect and collaboration.
• Ability to interpret data.
• Ability to establish and maintain effective relationships with individuals from diverse backgrounds.
• Comprehension of accounting structure and a high level of 
• accuracy

WORK ENVIRONMENT / PHYSICAL DEMANDS

Work Environment

• Ability to work in a professional and flexible office environment, with or without visual and auditory distractions.
• Ability to work in a fast-paced environment.

Physical Demands:

• While performing the duties of this position, the employee is occasionally required to stand, walk, sit, type, and reach with hands and arms.  
• The employee will move office products and supplies up to 30 pounds.

In compliance with the Americans with Disabilities Act, CESA 6 will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and current employees to discuss potential accommodations with the employer.

CESA 6 is an equal opportunity employer and is committed to providing a workplace free from discrimination and harassment. We expect every member of our team do their part to maintain an environment where everyone has the opportunity to feel included, feels respected and receives the dignity they deserve.

Decisions related to hiring, compensating, training, and evaluating performance are made fairly, and we provide equal employment opportunities to all qualified candidates and employees. We take responsibility for always striving to create an inclusive environment as a Gallup best places to work employer that makes every employee and candidate feel welcome.