Operations Assistant, Waterkeeper Alliance – New York

Organization: Waterkeeper Alliance

Position Title: Operation Assistant

Location: New York City, New York

Application Deadline: Position open until filled

Description: The position works under the direction of the Director of Operations. S/he is responsible for executing day-to-day financial transactions, including cash receipts, A/P, A/R, expense reimbursement and bank and payroll reconciliations. S/he is responsible for aiding in providing financial information for grant writing and grant reporting and is also responsible for ensuring that the financial processes are as efficient as possible and in keeping with GAAP and all Waterkeeper finance and administration policies. S/he will assist in audit and tax preparation and the preparation of Board reports. S/he researches vendor inquiries and handles special financial reporting requirements as necessary.

Responsibilities:

• Coordinate accounts payable, including routing invoices for approval, coding invoices, entering data into QuickBooks, printing payments, routing checks for signature and mailing to vendors.
• Prepare daily deposits as needed and assist in monthly reconciliation between Development and Finance.
• Prepare monthly journal entries for General Ledger.
• Process employee reimbursements and credit card reconciliation, ensuring that all policies are followed.
• Prepare worksheets and reconcile all balance sheet accounts.
• Establish and adhere to monthly financial process and close schedule.
• Prepare annual 1099 tax forms.
• Prepare invoices.
• Assure that all bills are paid in a timely manner, deposits made regularly and that any unclaimed funds are collected and accounted for.
• Provide detailed vendor and expense reports as needed.
• Maintain chart of accounts and adjust based on needs of organization.
• Aid in tracking of restricted funding.
• Work with Operations Director to maintain the organization’s fiscal health and high-quality standing.
• Maintain and prepare, any records or schedules for payroll services, benefits administration, taxes and audits.
• Periodically archive and dispose of files in accordance with document management and retention policy.
• Proactively identify ways to improve processes, efficiency and effectiveness of operation.
• Administrative tasks for operations department.
• Perform other duties as assigned

Qualifications:

• The successful candidate will have an understanding of GAAP for non-profit organizations and experience working in computerized accounting (QuickBooks).
• S/he will be able to organize, set up and manage a standard filing system for all accounting records and work well under pressure, set schedules and meet deadlines.
• The successful candidate will learn new skills quickly and be articulate and able to explain procedures clearly, as well as maintain current documentation for all financial procedures.
• S/he will also be committed to striving for measurable improvements made in systems and/or processes.
• Proficiency with Microsoft Excel and QuickBooks software is required.
• Vocational/Technical Training or Associates Degree required.
• Bachelor’s Degree (Discipline, if specific) BSBA/Accounting
• Minimum of one to three years experience required; Three to five years- preferred.
• Proficiency in Excel, Word, QuickBooks and Web-based interfaces required.

How to Apply: Send cover letter, resume, and references to [email protected]. No phone calls please.