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