POSITION: FINANCE AND OPERATIONS ASSISTANT
ORGANIZATION: FOUNDATION FOR CHILD DEVELOPMENT
ORGANIZATION URL: www.fcd-us.org
CITY AND STATE: NEW YORK, NEW YORK
CONTACT: NELSON ORTIZ
ABOUT THE FOUNDATION: Our mission is to harness the power of research to ensure that all children benefit from early learning experiences that affirm their individual, family, and community assets, fortify them against harmful consequences arising from economic instability and social exclusion, and that strengthen their developmental potential. We achieve this mission by funding research, awarding fellowships, and informing policy in order to make significant positive impacts on young children, birth through age eight, and their families.
POSITION SUMMARY: The Finance and Operations Assistant is a key position that reports to the Manager of Finance and Administration (MFA). This full-time position will assist with processing invoices and payments, tracking contracts and grants, and supporting office needs, among other financial and operational duties to ensure organizational value and efficiency.
- Input all invoices and payment information into QuickBooks, and conduct monthly reconciliations
- Assess invoices for content and assign budget codes within the appropriate General Ledger categories
- Perform continuous tracking of General Ledger codes to ensure compliance with extant coding system and recommend changes for operational accuracy and efficiency
- Assist in compiling documentation necessary for financial Month-End Close and yearly audits within operational deadlines
- Set up payments in the Foundation’s bill-pay system for MFA approval
- Monitor all vendor/consultant contract payments and expected expenditures and serve as a vendor liaison
- Maintain electronic invoice back-up systems for all finance databases and vendor files
- Manage petty cash, logging every disbursement and verifying documentation
- Enter, review, continuously track, and reconcile grant payments and payment schedules within the Foundation’s online grants management database
- Conduct secondary due diligence checks for all potential grantee organizations to ensure compliance with IRS regulations
- Lead efforts to comply with the Foundation’s retention policies, including file management maintenance and archiving
- Liaison with outsourced IT provider as well as other service vendors
- Perform a quarterly update of passwords to maintain security and confidentiality within Foundation’s systems and relevant external systems
- Function as the point person for all maintenance, mailing/shipping, and office supply needs, including maintaining an office supply inventory
- Monitor paid time off for all staff to accurately track balances and ensure compliance with obtaining necessary approvals
- Communicate and train staff on standard office procedures and systems
- Assist MFA with staff onboarding and offboarding processes as needed
- Support the Board Finance and Audit Committees: assist with meeting scheduling and logistics, materials dissemination, and track approval of minutes
- Assist with other Board committees as needed.
- Bachelor’s Degree in business, accounting or related field; or equivalent work experience
- A minimum of 3 to 5 years of operational and/or finance experience; preferably in philanthropy or a non-profit setting
- Intermediate accounting skills for accounts payable, journal entries, and running vendor and account-level reports.
The Foundation is seeking an individual who can work successfully within a mission-driven organizational culture that requires adept handling of complex issues, creative thinking, effective problem solving, and a results-oriented mindset. The successful candidate will:
- Compose clear, concise, and crisp messages to a variety of audiences
- Handle multiple projects seamlessly and efficiently
- Foresee roadblocks and prepare creative alternatives
- Set priorities and meet deadlines
- Strong attention to detail, as well as the ability to work independently
- Ability to anticipate administrative and operational needs
- Proficiency in technology, in particular, QuickBooks, Microsoft Office Suite, and Adobe Acrobat
- Listen to others and welcome diverse perspectives
HOW TO APPLY:
- Interested applicants should send a cover letter describing their interest in and qualifications for this position, along with a resume and a writing sample to firstname.lastname@example.org. No phone inquiries will be accepted.
- The Foundation is committed to the policy of equal opportunity in employment without regard to race, color, national origin, age, gender, sexual orientation or identity, religion, disability, or any other characteristic or status protected by applicable federal, state, or local law
- APPLICATION PROCESS: Applications will be reviewed and accepted until the position is filled
SALARY: Commensurate with experience
BENEFITS: Medical, dental, vision, and a company-sponsored 403(b) retirement plan.