6 free templates scoped for a small business: general, bookkeeping, AP/AR, payroll support, entry-level, and part-time first hire, with the FLSA classification and accounting-software requirements job-board templates skip. Download as DOCX.
A finance assistant keeps a business's day-to-day finances accurate and organized: recording transactions, processing invoices and payments, reconciling accounts, and supporting payroll, all in accounting software. For a small business, it is often the first or only finance hire, and getting the posting right starts with naming the software and the correct classification.
These six templates are scoped for a small business rather than a corporate finance department: general, bookkeeping-focused, AP/AR, payroll support, entry-level, and part-time first hire. Each gets right the two things job-board templates miss: the FLSA non-exempt classification and the specific accounting-software requirement. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
A finance assistant handles day-to-day bookkeeping, AP/AR, invoicing, and payroll support in accounting software. The role is hourly and non-exempt under the FLSA, since routine clerical work does not meet the administrative exemption. The closest federal occupation reports a $49,210 median (BLS, May 2024). Name your software (QuickBooks, Xero, and similar) as the key requirement. Download six small-business templates as DOCX, by focus.
What a Finance Assistant Does
A finance assistant keeps daily finances accurate: recording transactions, processing payables and receivables, invoicing, reconciling accounts, supporting payroll, and organizing financial documents in accounting software. The work is hands-on and detail-driven, with tax filing and higher-level analysis usually handled by an accountant or the owner.
The role sits in the same occupational family as bookkeepers, accounting assistants, and AP/AR clerks. The closest federal occupation is Bookkeeping, Accounting, and Auditing Clerks (SOC 43-3031), whose O*NET sample titles include accounting assistant and accounting clerk. Because the title is broad and the focus varies, the templates on this page are split by emphasis rather than offering one generic block.
Finance Assistant Duties and Responsibilities
Finance assistant duties cluster into four areas: bookkeeping and records, payables and receivables, reconciliation and reporting, and payroll and compliance. A strong job description picks the specific responsibilities from each area that match your business, rather than listing every possible task.
Bookkeeping and records
Record and categorize transactions
Maintain organized financial files
Keep the books ready for the accountant
Payables and receivables
Process vendor bills and payments
Issue invoices and apply receipts
Follow up on past-due accounts
Reconciliation and reporting
Reconcile bank and credit card accounts
Support month-end close
Prepare basic financial reports
Payroll and compliance
Support payroll and pay records
Organize W-4, I-9, and tax documents
Maintain confidentiality of financial data
The emphasis shifts by focus: an AP/AR role weights toward payables and receivables, while a bookkeeping-focused role weights toward records and reconciliation. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by focus. The core structure is the same across all six, but each one emphasizes the duties, software, and scope that fit a specific kind of finance assistant. Use this guide to choose the closest fit, then adjust.
General Finance Assistant
All-around support
The flexible baseline: transactions, invoices, reconciliations, payroll support, and basic reports in your accounting software. The best starting point for most businesses.
Bookkeeping Focus
Books and ledger
For a books-first role: recording and categorizing transactions, monthly reconciliations, and keeping the ledger ready for your accountant.
AP / AR Focus
Payables and receivables
For a transaction-heavy role: processing vendor bills, running payments, issuing invoices, applying receipts, and chasing past-due balances.
Payroll Support
Pay and bookkeeping
For payroll plus bookkeeping: verifying hours, supporting payroll runs, maintaining pay records, and keeping payroll documentation accurate.
Entry-Level
Will train
For a first hire you will train: data entry, invoice processing, and filing, growing into reconciliations and reporting under guidance.
Part-Time / First Hire
Owner's first finance hire
For the owner's first finance hire: day-to-day bookkeeping on a part-time schedule, coordinating with an outside accountant for taxes.
Match the Template to the Scope
All-around finance support: General. Books and ledger first: Bookkeeping Focus. Bills and invoices heavy: AP / AR Focus. Payroll plus bookkeeping: Payroll Support. First hire you will train: Entry-Level. The owner's first finance hire on a part-time schedule: Part-Time / First Hire. When in doubt, start with the General version and adapt the software and scope to your business.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company overview and job summary, key responsibilities, required and preferred qualifications, a classification and pay note, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
General, bookkeeping, AP/AR, payroll support, entry-level, and part-time first hire. All in one DOCX.
Template 1: Finance Assistant (General)
The flexible baseline: transactions, invoices, reconciliations, payroll support, and basic reports in your accounting software. The best starting point for most businesses.
Finance Assistant Job Description (General)
FINANCE ASSISTANT JOB DESCRIPTION (GENERAL)
Company: __ ([City, State])
Reports to: __ (Owner / Office Manager / Outside Accountant)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly)
Pay range: $_____ to $_____ per hour
Work model: [ ] On-site [ ] Hybrid [ ] Remote
ABOUT [COMPANY NAME]
[One or two sentences about your company and the finances the assistant will help
keep in order. Note the accounting software you use.]
JOB SUMMARY
[Company Name] is hiring a Finance Assistant to keep our day-to-day finances
accurate and organized. You will record transactions, process invoices and
payments, reconcile accounts, support payroll, and help prepare basic financial
reports in our accounting software. This is a hands-on, detail-focused role.
KEY RESPONSIBILITIES
•Record financial transactions in [QuickBooks / Xero / accounting software]
•Process accounts payable and accounts receivable
•Prepare and send invoices and follow up on payments
•Reconcile bank, credit card, and vendor accounts
•Support payroll processing and recordkeeping
•Help prepare basic financial reports and summaries
•Maintain organized financial files and documentation
•Assist with month-end close and expense tracking
REQUIRED QUALIFICATIONS
•High school diploma or equivalent; some college a plus
•Bookkeeping, AP/AR, or finance experience preferred
•Proficiency in [QuickBooks / Xero / Sage / accounting software]
•Comfortable with spreadsheets and basic financial math
•Accurate, organized, and trustworthy with sensitive data
•Able to meet deadlines, especially at month and year end
PREFERRED QUALIFICATIONS
•Associate degree or coursework in accounting or finance
•QuickBooks or other software certification
•Experience supporting payroll or month-end close
CLASSIFICATION AND PAY (read before posting)
A finance assistant is non-exempt under the Fair Labor Standards Act and is
entitled to overtime. The work is routine, rule-based clerical work, which does
not meet the administrative exemption's test for discretion and independent
judgment on matters of significance. Post the role as hourly, non-exempt, set a
pay range using market data, and track hours. This is general information, not
legal advice.
HOW TO APPLY
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
Template 2: Finance Assistant (Bookkeeping Focus)
For a books-first role: recording and categorizing transactions, monthly reconciliations, and keeping the ledger ready for your accountant.
[Company Name] is hiring a Part-Time Finance Assistant to take day-to-day finances
off the owner's plate. This is often a first finance hire: you will handle
bookkeeping, invoicing, bill payment, and reconciliations on a part-time schedule,
coordinating with our outside accountant for taxes and reporting.
KEY RESPONSIBILITIES
•Record transactions and keep the books current
•Process accounts payable and accounts receivable
•Prepare and send invoices and follow up on payments
•Reconcile bank and credit card accounts
•Organize receipts and documents for the accountant
•Support basic payroll and expense tracking
•Flag issues and questions to the owner or accountant
•Keep finances organized on a part-time schedule
REQUIRED QUALIFICATIONS
•Bookkeeping or finance experience for a small business
•Proficiency in [QuickBooks / Xero]
•Self-directed and able to work with limited supervision
•Trustworthy and discreet with financial data
•Reliable on a consistent part-time schedule
•Strong organization and communication
PREFERRED QUALIFICATIONS
•Small-business or first-hire bookkeeping experience
•Coordination with outside accountants or tax preparers
•Bookkeeping certification
CLASSIFICATION AND PAY
A part-time finance assistant is non-exempt and paid hourly, with overtime owed for
any hours over 40 in a week. Because this may be your only finance hire, set clear
confidentiality and basic fraud-control expectations, such as having the owner
review bank statements. Set a competitive hourly rate. This is general information,
not legal advice.
HOW TO APPLY
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
FLSA, Software, and Controls
This is where a finance assistant posting needs to be precise, and where the generic templates fall short: the FLSA classification most employers get wrong, the accounting software that is the real requirement, the basic financial controls a money-handling role needs, and what the hire means for a small business.
FLSA: a finance assistant is non-exempt and overtime-eligible
The most overlooked point in a finance assistant posting is classification. A finance assistant is non-exempt under the Fair Labor Standards Act and is owed overtime, because the work is routine, rule-based clerical and bookkeeping work. The administrative exemption requires that the primary duty include the exercise of discretion and independent judgment on matters of significance, which must be more than applying well-established techniques and procedures. Recording transactions, processing invoices, and reconciling accounts follow established procedures, so they do not meet that test, and the salary-basis threshold does not change it. Treating a salaried finance assistant as exempt to avoid overtime is a common and costly wage-and-hour mistake. Post the role as hourly, non-exempt, and track hours, especially around month-end and tax-season crunches. This is general information, not legal advice.
Name the accounting software, because it is the real requirement
The single most practical thing a finance assistant posting can specify is the accounting software the person will actually use. Most small businesses run on QuickBooks, with Xero, Sage, NetSuite, or FreshBooks also common, and proficiency in your specific system matters more than a degree for day-to-day productivity. A candidate who knows your platform is productive in days; one who does not needs weeks of ramp-up. State the exact software in the requirements, note whether certification such as a QuickBooks credential is preferred, and consider a short practical skills check. This is the requirement that separates a posting that attracts ready-to-work candidates from a generic one that does not. This is general information, not legal advice.
Build in confidentiality and basic fraud controls
A finance assistant touches bank accounts, payments, and payroll, so the posting and the role should build in basic safeguards from the start. Even with one finance person, separation of duties matters: the owner should review and approve payments, reconcile or spot-check bank statements, and retain sign-off on new vendors, rather than handing one person unchecked control of money in and out. State a confidentiality expectation for financial and payroll data in the job description, and plan a simple internal-controls setup during onboarding. None of this signals distrust; it is standard small-business financial hygiene that protects both the business and the employee. Pair it with a signed confidentiality acknowledgment. This is general information, not legal advice.
This is a common and stable small-business hire
A finance assistant is one of the most common financial hires a small business makes, and often the first. While the broader occupation is projected to decline slightly as automation handles routine entry, the Bureau of Labor Statistics still projects about 170,000 openings a year over the decade, almost entirely from replacement as people change jobs or retire. In practice that means steady demand and a deep candidate pool, but also turnover to plan for. For a small business, that argues for a clear, repeatable job description and a documented onboarding process, including accounting-software training and access setup, so each hire ramps quickly and the books stay continuous when someone moves on. This is general information, not legal advice.
A Finance Assistant Is Non-Exempt and Owed Overtime
Under the administrative exemption, an exempt role's primary duty must involve discretion and independent judgment on matters of significance. Routine bookkeeping and clerical work does not meet that test, so a finance assistant is non-exempt and owed overtime over 40 hours a week. Treating the role as exempt is a common wage-and-hour mistake.
Finance assistant requirements start from accounting-software proficiency, accuracy, and trustworthiness, with education as a secondary factor. Scale the requirements to the focus and seniority.
Requirement
What to look for
Software
Proficiency in your platform: QuickBooks, Xero, Sage, or similar
Experience
Bookkeeping, AP/AR, or finance support; will train at entry level
Education
High school diploma; some college or associate degree a plus
Accuracy
Strong attention to detail and reconciliation skill
Trust
Discretion and confidentiality with financial data
Classification
Non-exempt, hourly; overtime over 40 hours a week
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Finance Assistant Pay
Finance assistants are paid hourly, with pay varying by experience, scope, and region. Set your range using government data as a baseline, then adjust for the focus and your local market.
Median About $49,210 a Year (BLS)
Bookkeeping, accounting, and auditing clerks (SOC 43-3031), the closest occupation, had a median annual wage of about $49,210, roughly $23.66 an hour, based on Bureau of Labor Statistics May 2024 data, with the lowest 10 percent under $34,600 and the highest 10 percent over $72,660. Entry-level and part-time small-business roles often sit in the high $30,000s to low $60,000s.
National compensation surveys that mix in finance-department and senior titles report higher averages, so benchmark to the actual scope. Because the role is non-exempt, overtime can add to total pay during month-end and tax-season crunches. The occupation sees about 170,000 openings a year, so the candidate pool is deep but turnover is worth planning for.
Hiring a Finance Assistant for a Small Business
A large company hires finance staff through a controller or recruiting team. A small business owner usually hires a finance assistant directly, precisely because bookkeeping, invoicing, and bill-paying have outgrown what they can do alongside running the business. Here is how to write the posting for that reality.
Most templates are written for a finance department, not your first finance hire
Search for a finance assistant job description and you will find templates built for a corporate finance team: references to a CFO, a six-person department, month-end close on enterprise software, and grant or nonprofit reporting. That is not the role most small businesses are hiring for. A small business hires a finance assistant to be the person who keeps the books, pays the bills, sends the invoices, and supports payroll, often as the owner's first or only finance hire, reporting to the owner or an outside accountant. These templates are written for that reality: practical, software-specific, and scoped to a small business, so you can post a credible job description without editing a corporate version down to size.
The owner is hiring this role to get finances off their own plate
At a larger company, a controller or a recruiting function hires finance staff. At a small business, the owner is usually hiring a finance assistant precisely because bookkeeping, invoicing, and bill-paying have outgrown what they can do between everything else. That changes what the posting needs: clarity on the exact software, an honest scope of duties, the right hourly and non-exempt classification, and confidentiality expectations, because this person will see the company's full financial picture. These templates put those pieces in place. Pick the version that matches whether you need general support, a bookkeeping focus, AP/AR, payroll help, or a part-time first hire, fill in the software and pay range, and post.
A finance hire needs careful onboarding and access, not just a start date
Bringing on someone who will handle money deserves a deliberate onboarding. There is the signed offer at the correct non-exempt classification and the standard new-hire paperwork, the W-4 and I-9 and direct deposit, plus finance-specific setup: accounting-software access at the right permission level, a confidentiality and data-handling acknowledgment, the chart of accounts and workflow walkthrough, and a basic internal-controls plan so the owner keeps approval and reconciliation oversight. For a small business, doing this consistently, with the signed documents and access steps stored in one place, turns a sensitive hire into a smooth, repeatable process and protects the business from day one.
Do Not Classify a Finance Assistant as Exempt
The most common and costly mistake on a finance assistant hire is treating the role as salaried-exempt because it is an office job. Routine bookkeeping and clerical work does not meet the administrative exemption, so the role is non-exempt and owed overtime. Post it as hourly, non-exempt, track hours, and pay overtime when worked, especially around month-end. This is general information, not legal advice.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and a careful onboarding, which for a money-handling role means software access, confidentiality, and basic controls on top of the standard paperwork.
Send the offer
Confirm the role, hourly non-exempt pay, schedule, and start date in writing. An offer letter template makes this fast.
Collect paperwork and verify eligibility
Complete the W-4, I-9, and direct deposit with e-signature, and capture a signed confidentiality and data-handling acknowledgment.
Set up software and access
Provision accounting-software access at the right permission level, and walk through the chart of accounts and workflow.
Set controls and store records
Establish basic separation of duties, keep the owner on approvals and reconciliations, and store signed documents in one place.
Once your offer is ready, the offer letter template handles the next step at the correct non-exempt classification, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, paperwork, e-signatures, confidentiality acknowledgment, and document storage in one place, so a small business can manage the full process, including the W-4, I-9, direct deposit, and software-access checklist, from one system. FirstHR is an onboarding and HR platform, not accounting or payroll software, and it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A finance assistant handles day-to-day bookkeeping, AP/AR, invoicing, and payroll support in accounting software, often as a small business's first finance hire.
Use the template that matches the focus: general, bookkeeping, AP/AR, payroll support, entry-level, or part-time first hire.
A finance assistant is non-exempt and overtime-eligible under the FLSA, since routine clerical work does not meet the administrative exemption.
Name your specific accounting software, such as QuickBooks or Xero; proficiency in your system matters more than a degree for productivity.
The closest federal occupation reports a median near $49,210 a year (BLS, May 2024); small-business roles often sit in the high $30,000s to low $60,000s.
Build in confidentiality and basic controls, keeping the owner on approvals and reconciliations, since this role handles money.
Frequently Asked Questions
What does a finance assistant do?
A finance assistant keeps a business's day-to-day finances accurate and organized. Day to day, that means recording transactions in accounting software, processing accounts payable and accounts receivable, preparing and sending invoices, reconciling bank and credit card accounts, supporting payroll, helping with month-end close, and keeping financial documents organized. It is an entry-level to mid-level role that overlaps heavily with accounting assistant, accounting clerk, and bookkeeper positions, all in the same occupational family. The work is hands-on and detail-driven rather than strategic, with the analysis and tax work usually handled by an accountant or the owner. In a small business, the finance assistant is often the person who runs the books day to day, reporting to the owner or coordinating with an outside accountant. This is general information, not legal advice.
Is a finance assistant exempt or non-exempt under the FLSA?
A finance assistant is non-exempt and paid hourly. Under the Fair Labor Standards Act, the administrative exemption requires that the primary duty include the exercise of discretion and independent judgment on matters of significance, which must be more than applying well-established techniques, procedures, or standards. Routine bookkeeping and clerical work, recording transactions, processing invoices, and reconciling accounts, follows established procedures and does not meet that test, so the role is non-exempt and owed overtime at one and a half times the regular rate for hours over 40 in a workweek. Meeting the salary threshold does not make the role exempt if the duties do not qualify. Treating a salaried finance assistant as exempt to avoid overtime is a common wage-and-hour mistake. Post the role as hourly, non-exempt, and track hours. This is general information, not legal advice.
How much does a finance assistant make?
Finance assistants are paid hourly, with most small-business roles falling in the high $30,000s to low $60,000s a year depending on experience, location, and scope. The closest federal occupation, bookkeeping, accounting, and auditing clerks (SOC 43-3031), had a median annual wage of about $49,210 in May 2024, roughly $23.66 an hour, with the lowest 10 percent under $34,600 and the highest 10 percent over $72,660. Entry-level and part-time roles sit toward the lower end, while experienced assistants who handle full-charge bookkeeping or payroll earn more. National compensation surveys that mix in finance-department and senior titles report higher averages. Set your range to the actual scope and your local market, and post it where required. This is general information, not legal advice.
What is the difference between a finance assistant, an accounting assistant, and a bookkeeper?
These titles overlap heavily and often describe the same work, but the scope differs. A finance assistant is the broadest title, covering bookkeeping, AP/AR, invoicing, and often some payroll and administrative support. An accounting assistant is nearly synonymous, usually emphasizing accounting tasks and supporting an accountant. A bookkeeper typically implies fuller ownership of the books, sometimes full-charge bookkeeping that runs the entire cycle through to financial statements. All three sit in the same occupational family as accounting clerks and AP/AR clerks. For a small business, the practical question is scope: if you need someone to keep the books and handle daily transactions, any of these titles can work, so choose the one that matches the responsibilities and pay you intend, and define the duties clearly. This is general information, not legal advice.
What software should a finance assistant know?
The right software is the most important practical requirement, and you should name your specific platform in the posting. Most small businesses run on QuickBooks, with Xero, Sage, NetSuite, and FreshBooks also common. Proficiency in your actual system matters more than a degree for day-to-day productivity, because a candidate who already knows your platform is productive within days, while one who does not needs weeks of ramp-up. Beyond the core accounting software, comfort with spreadsheets is essential, and familiarity with your payroll provider helps for payroll-support roles. State the exact software in the requirements, note whether a certification such as a QuickBooks credential is preferred, and consider a short practical skills check during hiring. This is general information, not legal advice.
What qualifications does a finance assistant need?
Most finance assistant roles require a high school diploma, with some college or an associate degree in accounting preferred but not always required. The core requirements are practical: proficiency in your accounting software, accuracy and attention to detail, comfort with numbers and spreadsheets, and trustworthiness with confidential financial data. Relevant experience in bookkeeping, AP/AR, or general finance support is valuable, and optional certifications such as a QuickBooks credential, an AIPB Certified Bookkeeper, or a NACPB Certified Public Bookkeeper can strengthen a candidate. A CPA is not required for this role and signals someone aiming higher. For most small-business hires, demonstrated software skill and reliability matter more than formal credentials, so prioritize a practical skills check over degree requirements. This is general information, not legal advice.
Do small businesses hire finance assistants directly?
Yes, very commonly, and it is often a small business's first or only finance hire. A growing small business reaches a point where bookkeeping, invoicing, bill payment, and payroll support have outgrown what the owner can handle alongside everything else, and a finance assistant is the natural hire. These roles are typically filled directly by the owner or an office manager rather than through a finance department, with an outside accountant handling taxes and higher-level work. Because the role is entry-level, non-exempt, and common across industries, there is usually a deep candidate pool. For a small business, the finance assistant is a sensitive and central hire, which makes a clear, software-specific job description and a careful onboarding with proper access and controls especially worth setting up. This is general information, not legal advice.
What should a finance assistant job description include?
A strong finance assistant job description names the accounting software up front and scopes the role honestly, whether general support, a bookkeeping focus, AP/AR, or payroll support. Include a short company overview, a job summary that frames the role as keeping daily finances accurate, and responsibilities grouped into bookkeeping and records, payables and receivables, reconciliation and reporting, and payroll and compliance. List the required and preferred qualifications, including the specific software and any certifications. The fields that set a strong posting apart, and that job-board templates skip, are the correct FLSA non-exempt classification, a confidentiality and data-handling expectation, a note on basic internal controls, and a pay range matched to scope and market. Close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
