Administrative and Finance Assistant

About Us

At Living Learning Homeschool (LLH), we believe education is not just about lessons—it is about cultivating a life of learning, wonder, and thoughtful connections. Inspired by the Charlotte Mason philosophy, our approach nurtures both the mind and heart, allowing children and their families to grow in wisdom and grace. As we continue to build a community of families who seek this kind of education, we recognize the importance of fostering engagement, encouraging meaningful conversations, and ensuring that every family feels supported on their journey.

The Role

The Finance Assistant is responsible for executing day-to-day bookkeeping and clerical finance-related tasks to support accurate financial operations. This role ensures that all transactions are properly documented, logged, and processed in a timely and organized manner to support the Finance Officer and overall financial compliance.

Responsibilities

Bookkeeping and Documentation

• Log and record all incoming and outgoing payments and expenses accurately in internal systems.
• Prepare and issue invoices to clients or customers on schedule and upon request.
• Draft and release Official Receipts (ORs) for payments received, in coordination with the Finance Officer.
• Maintain an updated and organized record of billing statements, ORs, and other financial documents (digital and hard copies).
• Assist in the preparation of ledgers, transaction summaries, and bookkeeping records to support reporting and audits.

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Petty Cash and Disbursements

• Monitor and manage petty cash transactions, ensuring disbursements are properly logged and supported with official receipts.
• Prepare petty cash replenishment reports for review and approval by the Finance Officer.
• Ensure timely collection and verification of supporting receipts for all disbursements and staff reimbursements.

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Clerical and Administrative Support

• Assist in collecting, scanning, and organizing receipts, bills, and payment vouchers.
• Coordinate with vendors and internal staff for billing-related documents or clarifications.
• Perform filing and encoding of financial records to maintain data integrity and accessibility.
• Support month-end and year-end financial processes, including document preparation and basic summaries as required.
• Maintain an updated inventory of office and operational supplies.
• Monitor usage and stock levels and coordinate timely procurement of needed items.
• Process supply orders and purchases as approved by the Finance Officer or Operations.
• Ensure accurate recording and documentation of supply-related expenses and deliveries.
• Assist in other administrative tasks as needed by other departments, such as but not limited to: portfolio checking, events coordination and set up, coordination, and ticket answering.

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Coordination

• Work closely with the Admnistrator to ensure all data entries and documents are up to date.
• Support communication with clients regarding billing follow-ups or document submissions when requested.
• Coordinate with the Admin or Operations teams for any logistics or resource-related expense tracking.

Minimum Qualifications

• Education: Graduate or pursuing a degree in Accounting, Finance, Business Administration, or any related field.
• Experience: Fresh graduate or at least 1 year of relevant experience in clerical accounting, bookkeeping, or a finance support role is preferred.

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• Skills:
• High attention to detail and accuracy.
• Proficient in MS Excel and/or Google Sheets; familiarity with accounting software is a plus.
• Good organizational and record-keeping skills.
• Ability to handle confidential information with discretion.
• Proactive and reliable with good communication skills.

Employer questions

Your application MUST include the following questions

• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Financial Assistant?
• Which of the following Microsoft Office products are you experienced with?
• Do you have previous invoicing experience?
• How many years of bookkeeping experience do you have?
• How many years of auditing experience do you have?
• Which of the following accounting software are you experienced with?