Contract Assistant / Finance Administrator - TEMPORARY

Good Shepherd Services; New York (NY); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative professional to support its Finance Contracts Department. This role involves a variety of clerical and administrative tasks, including managing contract statuses, assisting with billing, and providing support to the Director. The ideal candidate will thrive in a dynamic environment, possess excellent technical skills, particularly in Microsoft Excel, and demonstrate a proactive approach to their work. Join a team that values initiative and organization, and contribute to the efficient operation of a vital department.

Qualifications

• 3+ years of administrative experience, preferably in finance.
• Excellent computer skills, particularly in Microsoft Excel.
• Ability to work in a dynamic, fast-paced environment.

Responsibilities

• Assist the Finance Contracts Department with clerical and administrative functions.
• Track contract statuses and manage billing documents.
• Provide administrative support for the Director, Contracts.

Skills

Administrative skills

Detail-oriented

Multi-tasking

Problem-solving

Excellent communication

Proactive

Organized

Technical skills (Microsoft Excel)

Experience with MIP financial software

Education

High school diploma or equivalency

Tools

Microsoft Excel

MIP financial software

Job description

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Reports to: ASSISTANT DIRECTOR - CONTRACTS

Location: Fiscal Department, 305 Seventh Ave., New York, NY 10001

Hours: 35 hours, Non-exempt (TEMPORARY)

Job Summary: Assists the Finance Contracts Department with all clerical, administrative, and record-keeping functions.

Major Duties:

1. Contract/Budget/Budget Modification responsibilities:
   • Responsible for saving, coding payments, and credits deposits received, as well as supporting with entries (ARR, ARB, CR) as needed.
   • Prepare backups for billing, Post-Payment Review, and audits.
   • Support Contract Managers, Senior Contract Analysts, and Contract Analysts with their portfolios as needed.
   • Track contract statuses (approval and return of budgets, modifications, invoice submissions from funders).
   • Obtain information from external funders or GAP to collect financial grant information necessary to complete assignments.
   • File all billing documents and manage the department’s hard files at year-end.
   • Scan and save electronic files as needed.
2. Act as department liaison agency-wide for:
   • Follow up with Accounts Payable regarding credit card posting and backup information (may assist with scanning).
   • Follow up with payroll regarding special payments or timesheet information (may assist with scanning).
   • Follow up with Program regarding backup information.
   • Keep track of PA changes for the department.
3. Administrative support for the Director, Contracts:
   • Record deadline dates and staff progress status updates.
   • Utilize calendar updates and Excel spreadsheets.
   • Provide office management and administrative support such as photocopying and mail merges.
   • Provide once-a-week reception for the agency.
   • Assist with all audit functions when necessary.
   • Support department-wide workloads as needed.
   • Perform other duties as assigned by the Assistant Director – Contracts.

QUALIFICATIONS:

• High school diploma or equivalency.
• Three or more years of administrative/clerical experience, preferably in finance.
• Ability to multi-task.
• Take initiative.
• Detail-oriented.
• Forward-thinking.
• Organized.
• Proactive.
• Excellent computer and technical skills, particularly in Microsoft Excel.
• Experience with MIP financial software is a plus.
• Demonstrated analytical, problem-solving, and organizational skills.
• Ability to meet deadlines.
• Excellent verbal and written communication skills.
• Ability to work supportively with diverse personalities.
• Ability to work in a dynamic, fast-paced environment.