Executive Assistant/Finance Coordinator

Westchester-Jewish-Community-Services; City of White Plains (NY); Hybrid; USD 55,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Health benefits

FSA

HRA

Disability insurance

Life insurance

403(b) plan

Professional development

Employee assistance program

Tuition reimbursement

Job summary

Westchester Jewish Community Services (WJCS) is seeking a full-time Executive Assistant/Finance Coordinator to join our Finance team at the White Plains headquarters. This hybrid role provides project management and administrative support to the CFO and finance staff.

The successful candidate will manage calendars, prepare reports and correspondence, coordinate contracts and financial documents, and liaise with vendors and auditors as needed.

Qualifications

• Minimum 3-5 years of office administration and coordination experience, preferably in a Finance department, financial services, or accounting business.
• Proficiency in Microsoft Office, including Excel.
• Valid NYS driver's license and a vehicle.
• Detail oriented with project management experience and the ability to prioritize tasks in a busy department with multiple responsibilities and deadlines.
• Understanding of the functions of a Finance department.
• Excellent communication and interpersonal skills.

Responsibilities

• Providing administrative support to the CFO, including preparing correspondence, forms, expense reports, and preparing for meetings, including board and board committee meetings.
• Coordinating and distributing finance department mail.
• Managing and maintaining the department-wide financial and tax reporting calendar, liaising with the CFO, finance, and program staff to ensure an organized review process.
• Liaising with outsourced accounting team or vendors on accounts payable and processing certain transactions in financial systems (Intacct and BILL).
• Supporting banking and corporate credit card activity; Managing deposits in bank system (or periodically at bank) and serve as administrator for corporate credit cards in bank credit card system.
• Supervising part-time Finance Assistant who assists in completing various responsibilities.
• Obtaining insurance certificates, supporting the completion of annual insurance renewal applications, and liaising with insurance broker and others to resolve issues
• Coordinating and processing contracts and other financial documents.
• Assisting external auditors with documents as needed.
• Coordinating purchasing activities as needed.
• Ad Hoc projects as assigned.

Skills

Microsoft Excel

Office administration

Project management

Communication skills

Interpersonal skills

Attention to detail

Job description

Salary Range: $55,000.00 To $62,000.00 Annually

Overview

Westchester Jewish Community Services (WJCS) is an award-winning nonprofit, nonsectarian human services organization founded in 1943. Today, it has grown to be the largest provider of licensed outpatient community behavioral health services and one of the largest human service agencies in Westchester County. WJCS delivers innovative programs and services and compassionate care to more than 20,000 people of all ages and backgrounds throughout the county.

We are seeking a full-time Executive Assistant/Finance Coordinator to join our Finance team located at our Headquarters in White Plains. This role will provide project management and administrative support to the CFO and Finance department. This position is hybrid, requiring in-office work 3-4 days per week. The compensation range is $55,000 - $62,000 per year.

Responsibilities

As a valued member of our team, your responsibilities will include, but are not limited to:

• Providing administrative support to the CFO, including preparing correspondence, forms, expense reports, and preparing for meetings, including board and board committee meetings.
• Coordinating and distributing finance department mail.
• Managing and maintaining the department-wide financial and tax reporting calendar, liaising with the CFO, finance, and program staff to ensure an organized review process.
• Liaising with outsourced accounting team or vendors on accounts payable and processing certain transactions in financial systems (Intacct and BILL).
• Supporting banking and corporate credit card activity; Managing deposits in bank system (or periodically at bank) and serve as administrator for corporate credit cards in bank credit card system.
• Supervising part-time Finance Assistant who assists in completing various responsibilities.
• Obtaining insurance certificates, supporting the completion of annual insurance renewal applications, and liaising with insurance broker and others to resolve issues
• Coordinating and processing contracts and other financial documents.
• Assisting external auditors with documents as needed.
• Coordinating purchasing activities as needed.
• Ad Hoc projects as assigned.

Requirements

We are seeking candidates who possess the following qualifications:

• Minimum 3-5 years of office administration and coordination experience, preferably in a Finance department, financial services, or accounting business.
• Proficiency in Microsoft Office, including Excel.
• Valid NYS driver’s license and a vehicle.
• Detail oriented with project management experience and the ability to prioritize tasks in a busy department with multiple responsibilities and deadlines.
• Understanding of the functions of a Finance department.
• Excellent communication and interpersonal skills.

What WJCS has to offer you

In addition to meaningful work and a supportive team environment, we offer a competitive benefits package, including:

• Generous paid time off
• Comprehensive Health Benefits, Flexible Spending Account (FSA) and a generous Healthcare Reimbursement Arrangement (HRA)
• Disability and life insurance
• 403(b) Plan and an Agency-Paid Pension Plan
• On-going Professional Training and Development
• Employee Assistance Program
• Staff appreciation events and employee mental health & wellness initiatives
• Tuition, day-care, and personal emergency reimbursements

WJCS INC. IS AN EQUAL OPPORTUNITY EMPLOYER