Financial Administrator – AR/AP (Part-Time/Full-Time)

Location: St. Louis, MO.

Role Description: Financial Administrator AR/AP will support the agency controller in ensuring timely and accurate invoicing, receiving, logging, and reconciliation of expenses. The Financial Administrator AR/AP is responsible for the day-to-day financial transactions of the organization, including processing invoices, managing vendor payments, recording donations and grants, and supporting month-end reporting. This role is essential to maintaining the financial health and integrity of our operations. The ideal candidate is detail-oriented, comfortable in a small-office environment, skilled in QuickBooks, and committed to our mission. The agency offers a flexible and supportive working environment, especially for non-native speakers of English (supervisor is bilingual Spanish/English), with competitive pay.

Essential Duties and Responsibilities:

Reports to Controller and Executive Director

Accounts Payable

• Review, code, and process vendor invoices and employee expense reimbursements in a timely manner
• Prepare and run approved checks and payments as directed
• Maintain vendor records, W-9s, and annual 1099 filings
• Reconcile credit card statements and ensure proper documentation
• Monitor and manage approval workflows for purchases

Accounts Receivable

• Record donations, grants, and program revenue for deposit
• Generate and send invoices for contracts, sponsorships, or fee-for-service programs
• Track outstanding receivables and follow up on past-due balances
• Maintain grant billing schedules and prepare reimbursement requests per funder requirements

General Accounting & Support

• Assist with monthly bank and account reconciliations, month-end and year-end reporting processes
• Maintain organized financial files and documentation for audit readiness
• Support the annual audit and 990 preparation by pulling requested records
• Assist with budget tracking and variance reporting as needed
• Other departmental duties as assigned

Minimum Requirements:

• Associate’s degree in Accounting, Business, or related field — or equivalent work experience
• 1–3 years of experience in bookkeeping, AR/AP, or a similar role
• Proficiency with accounting software (QuickBooks, Sage, or similar) and Microsoft Excel – Agency runs on QuickBooks for Nonprofits: Proficiency on this software is strongly preferred.
• Strong attention to detail and ability to meet recurring deadlines
• Integrity and discretion in handling confidential financial information – Agency operates under HIPAA mandate
• Effective management of projects and deadlines.
• Flexible and creative. Able to pivot to different plans when external factors prompt changed priorities. Able to effectively and creatively overcome challenges.
• Communicates well, works with others to problem-solve and accomplish goals, and understands how one’s own contributions fit into larger agency initiatives.
• Ability and desire to work in a highly diverse team of people who are deeply committed to serving our clients and who show up fully engaged to creatively meet clients’ and colleagues’ needs.

Preferred Qualifications:

• Experience working in a nonprofit environment
• Familiarity with fund accounting principles
• Familiarity with grant billing and funder reporting requirements

Work Environment:

Most work hours take place in the office (63110), interacting frequently with Monarch staff. Some light lifting and filing is required. This role routinely uses standard office equipment and technology.

Position Type and Expected Hours of Work:

This position can be filled at either part-time or full-time capacity with an average expectation of a 20-40 hours per week workload. Hours of work are between 9:00AM and 5:00PM, Monday through Friday. The agency and candidate have some flexibility in determining which days the employee will be in the office.

Benefits:

• Sector-competitive hourly rate or annual salary
• Strong team environment with supportive colleagues, work-life balance, and flexibility.
• Agency full-time benefits (30+ hours/week) include health insurance, dental insurance, vision insurance, paid time off, and SIMPLE IRA, among others. Agency part-time benefits include PTO and SIMPLE IRA, among others.

Monarch Immigrant Services is an established and growing St. Louis based nonprofit with the mission of strengthening refugee and immigrant communities through equitable access to transformative services.

Monarch provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Monarch complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Monarch expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Monarch’s employees to perform their job duties may result in discipline up to and including discharge.