What are the responsibilities and job description for the Contract Assistant / Finance Administrator (Temp to Perm) position at Good Shepherd Services?
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
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
- 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
Salary : $41,000 - $46,000