Financial Administrative Assistant

Organization

Palmer Home provides superior care for children while introducing the love of God through our service to each individual child.

Position Summary

Reporting to the Financial Comptroller, the Financial Administrative Assistant provides administrative and bookkeeping support that ensures accurate financial processing, donor stewardship, compliance readiness, and strong internal controls. This role supports daily finance operations, donor documentation workflows, and reporting processes critical to maintaining audit readiness and donor trust.

This position serves as a key administrative support role for Finance and Development-related documentation and reporting workflows.

Responsibilities

• Open, sort, and distribute incoming mail

• Deposit all incoming donations in accordance with established procedures

• Scan, file, upload, and retrieve financial documents, records, and reports

• Code accounts payable and bank drafts for general ledger entry

• Assist in account reconciliations

• Collect and retain vendor data for tax filings

• Maintain and upload documentation through the Jitasa Client Portal

• Upload investment statements and supporting financial documentation

• Compile and maintain in-kind donation records

• Upload and process accounts payables

• Facilitate PHC issued invoices in connection with the Development and Marketing team

• Update and maintain bank draft coding sheets

• Monitor and respond to finance@palmerhome.org and related finance communications

• Prepare, generate, and distribute tax acknowledgment letters and donor acknowledgment letters in coordination with the Development team

• Communicate with vendors, donors, and internal departments regarding financial documentation, invoices, and reporting needs

• Contribute to budget preparation and monitoring efforts

• Perform finance-related errands and special projects

• Adhere to established internal financial controls, segregation of duties, and documentation standards

• Perform additional duties as assigned by the Financial Comptroller

Compliance & Stewardship Responsibilities

• Ensure timely and accurate processing of financial documentation in alignment with PHC internal controls, donor stewardship standards, and audit requirements

• Maintain organized, audit-ready financial records and documentation

• Protect donor confidentiality and financial data integrity

• Support annual audits and financial reviews through accurate documentation and reporting

Timeliness & Accuracy Expectations

• Process mail, deposits, invoices, donor acknowledgments, and reports within established turnaround standards

• Maintain high attention to detail with minimal supervision in a part-time environment

Qualifications

• Minimum of two (2) years’ experience as a Bookkeeper, Administrative Assistant, or similar role

• Bachelor's degree in Accounting, Finance, Business Administration, or related field strongly preferred

• Experience with QuickBooks Online and/or Bloomerang preferred but not required

• Proficiency in Microsoft Office Suite and Apple/Windows products

• Highly detail-oriented with strong organizational and time-management skills

• Excellent verbal and written communication skills

• Strong problem-solving ability

• Ability to work independently while contributing successfully in a team environment

• Professional demeanor and commitment to confidentiality

• Willingness to learn and demonstrate initiative in completing assigned responsibilities

• Must be in agreement with the Palmer Home for Children Statement of Christian Beliefs and demonstrate a strong commitment to Christ consistent with the mission of Palmer Home as a non-profit religious organization

The above statements are intended to describe the general nature and level of work being performed and are not intended to be a comprehensive listing of all activities, duties, or responsibilities.

Location: Hernando, MS

Status: Part-time, 20 hours per week

Schedule: On-site presence required 2–3 days per week for mail processing, deposits, and physical documentation handling. Some remote administrative work may be permitted based on department needs.