Job Description

Reports to: DIRECTOR - CONTRACTS
Location: Fiscal Department, 305 Seventh Ave., New York, NY 10001
Hours: 35 hours, Non-exempt
Salary: $41,000-$46,000/year
Job Summary: Assists the Finance Contracts Department with all clerical, administrative and record-keeping functions
Major Duties:

• Contract/Budget/Budget Modification responsibilities:

• Responsible saving, coding payments and credits deposits received as well as, supporting with the entries (ARR, ARB, CR) as needed
• Prepare the backup for billing, Post-Payment Review, and audits
• Supporting Contract Managers, Senior Contract Analysts and Contract Analyst with their portfolio as needed
• Contracts status tracking (approval and return of budget, modification, invoice submissions submission from funders
• Supporting Contract Managers, Senior Contract Analysts and Contract Analyst with their portfolio as needed
• Obtaining information from external funder or GAP to collect financial grant information necessary to complete assignment
• Filing of all billing documents - manage department's hard files at year-end
• Scanning and saving electronic files as needed
• Act as department liaison agency-wide for the following:

• Follow up with Accounts Payable regarding credit card posting and back-up information (may assist department with scanning if needed)
• Follow-up with payroll regarding special payment or time sheet information (may assist department with scanning if needed)
• Follow up with Program regarding back-up information
• Keep track of PA changes for department
• Administrative support for Director, Contracts:

• Recording of deadline dates, progress status updates of staff
• Utilizing calendar updates and Excel spreadsheets
• Provide office management/administrative support such as photocopying, mail merges, etc.
• Provide once-a-week reception for the agency
• Assist with all audit functions when necessary
• Assist department-wide to accomplish workloads as needed
• Perform other duties as assigned by the Assistant Director - Contracts

QUALIFICATIONS:

• High school degree or equivalency
• Three plus years administrative/clerical experience, preferably in finance capacity
• Ability to multi-task
• Takes initiative
• Detail oriented
• Forward-thinking
• Organized
• Proactive
• Excellent computer/technical skills, particularly Microsoft Excel
• Experience with MIP financial software a plus
• Demonstrated analytical, problem-solving, and organizational skills
• Ability to meet deadlines
• Excellent verbal and written communication skills
• Assertive
• Must be able to work in a supportive manner with a variety of different personalities
• Ability to work in a dynamic, fast-paced environment

Skills Required