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Finance & HR Coordinator
NYFA
New York, NY, United States
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Description
Printed Matter, Inc., the world's leading non-profit dedicated to the distribution, understanding and appreciation of artists' books and related publications, is seeking a Finance & HR Coordinator. The ideal candidate will have 1-3 years of administrative experience in a non-profit and/or arts setting and will be detail oriented, highly organized, and efficient and accurate with data entry. A basic familiarity with Quickbooks is a strong plus.
The Finance & HR Coordinator is responsible for a wide range of responsibilities that support Printed Matter’s daily operations, from issuing consignment payments to our many suppliers (artists and publishers) and overseeing the organization’s banking to managing payroll, employee benefits and the hiring of departmental interns.
The position is full-time (5 days a week, Monday - Friday), with benefits, and reports to the Executive Director.
Primary Responsibilities:
Finance
-Accounts Payable: receive, book, and remit payments for all invoices billed to Printed Matter, Inc. in QuickBooks
-Accounts Receivable: monitor and track all customer balances. Produce monthly reports. Receive, deposit, and book all incoming payments
-Support the Director and Bookkeeper in creating the annual operating budget and review monthly financial statements with Director and Bookkeeper
-Manage consignment payments for over 3,000 active suppliers, including fielding payment requests throughout the year
-Work with Bookkeeper to complete the annual audit, including preparing schedules and confirmations and creating reports for various audit items such as consignment reports, personnel information, insurance policies, and sales reports
-Monitor bank accounts and prepare the weekly deposit by compiling materials such as sales reports, checks, cash, and credit card slips
-Create a weekly deposit summary from the materials gathered and deposit them at the bank and enter them in QuickBooks
-Oversee / manage insurance renewals, including completing insurance audits and adding new insurance policies as needed
Support Bookkeeper weekly with bank reconciliations, monthly financial statements, budgeting exercise, QuickBooks technical support
Human Resources
-Manage all payroll communication with ADP TotalSource, from enrolling new employees to entering staff hours onto the ADP site semi-monthly for payroll processing
-Manage benefits for employees by assisting employees with benefit enrollment questions and inquiries, or direct them to ADP TotalSource assistance if needed
-Manage staff calendar, including full-time, part-time and interns by tracking vacation days, comp days and sick days
-Support Director in creating job descriptions and job listings, scheduling interviews, sitting-in on interviews as needed, and receive and review all applications for full-time and part-time staff
-Hire and schedule general, programming and development interns
Qualifications
-A passion for Printed Matter’s mission
-1-3 years professional administrative experience, ideally in a non-profit setting
-Knowledge of non-profit management, personnel and administrative functions preferred
-Knowledge of QuickBooks preferred
-Experience managing budgets preferred
-Strong computer skills, including basic familiarity with Excel
-Strong mathematical skills
-Strong verbal and written communication skills
-Multitasker with strong attention to detail
-Ability to maintain the highest levels of confidentiality and discretion of financial and personnel information
-Ability to work both autonomously and as part of a small team