Position Summary:
The Finance & Operations Associate will serve as administrative support for the development and execution of key accounting and operation functions and office management as directed by the Controller.
Job Description:
A. Accounting Administration – 60%
1. Accounts Payable functions including:
Process all Accounts Payable invoices from various vendors and staff reimbursements
Reviews expenses for accuracy, ensuring appropriate coding and approvals are in place, as well as collecting receipts for corporate credit card holders and Staff Reimbursements
Process weekly check-run
Maintains vendor contracts, ensuring compliance to terms and tracking of balances due
Provides Summary Expense Reports by project for tracking purposes, as requested.
2. Accounts Receivable functions including:
Generates Accounts Receivable invoices for Executive Director’s Clients/Special Services Projects
Enters Accounts Receivable invoices into accounting system
Maintains and updates check log
Process cash receipts for deposit and enters into accounting system
Maintains and updates event management spreadsheets, ensuring all attendees are invoiced and have paid
Monitors past due Accounts Receivable and following up with clients on invoices more than 30 days overdue
Generates various sales reports for Executive and Senior Directors on a regular basis. Reports include Weekly Pipeline, Invoicing, Cash Receipt, and Aging Report
3. Process and maintains monthly timesheets submission from staff
B. Benefits Administration – 10%
1. Administrative execution of health and benefits enrollment processes. Executes election changes to their benefits plan throughout the year.
2. Maintains Health Insurance Calculator spreadsheet for accuracy and submits the updated version to Controller immediately after a change has been made.
3. Maintains and updates organizational records (including staff information, fingerprinting, insurance, background checks and TB tests); ensure updates are regularly distributed and on server
C. Operations- 20%
1. Maintains finance information systems (for example: Fund E-Z, Salesforce, Freshbooks, and Expensify). Data is updated routinely, accurate and complete
2. Participates and contributes to Finance & Operations Team to support centralized work products, produces reports for Senior Leaders, and other tasks as requested
D. Office Management-10%
1. Office Reception: Be first point of contact for visitors and vendors, answers phones and/or coordinate phone reception as needed
2. Oversight of systems-based maintenance (phone system, security, copiers, etc.) and physical infrastructure repair needs. Ensure facilities and equipment are in working order and presentable; contacts building management and vendors as necessary
3. Conducts regular inventory of office, conference rooms, and kitchen. Orders new supplies as needed
4. Ensures that common work areas including conference rooms, kitchen, lobby, etc. are tidy and presentable
5. Retrieves and distributes mail
6. Provides administrative support; documentation preparation, updating databases, filing, etc.
Position & Organizational Requirements:
Strong organizational, time management and computer skills; has ability to prioritize and multi-task.
Proficiency in Microsoft Office Suite
Change is met with positive, supportive behavior
Initiative is demonstrated to proactively diagnose and resolve problems
Communicates appropriately using good interpersonal skills
Positive, professional demeanor is projected through verbal and non-verbal communications
Information (phone, email, written) to staff and/or external clients is delivered in manner that is supportive, timely, and understandable
Diverse perspectives are acknowledged; language and behaviors are modeled that build inclusiveness in our work environment
Ideas and suggestions are clearly communicated and clarification of communication is requested when appropriate
Participates as a team member and is accountable for own work and responsibilities
Help is offered to others to solve problems and complete tasks to facilitate communication and positive team dynamics
Accountability for actions and decisions is demonstrated in daily work
Productive work habits are consistently displayed
Relationships with others across work areas/teams are fostered to meet internal and external client needs
Email a resume and cover letter to hr@nationalequityproject.org