Finance Assistant

Center for Coastal Studies; Provincetown (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

The Center for Coastal Studies in Provincetown, MA seeks an experienced Finance Assistant to join the Administrative Office and support our Controller with financial operations, AP processing, and reporting.

You will maintain vendor records, prepare journal entries, assist with month-end close, coordinate audits, and help ensure compliance with procedures in a nonprofit environment.

Qualifications

• Associate’s or Bachelor’s degree in Finance or Business Administration OR 3+ years of experience as a bookkeeper, accounting assistant or similar role
• Solid understanding of accounting principles and financial concepts
• Proficiency with accounting software such as Sage
• Proficiency with Microsoft Office Suite (Word, Excel), Adobe and Google Workspace
• Familiarity with non-profit accounting practices preferred

Responsibilities

• Process AP invoices accurately into accounting software
• Maintain organized paper and digital invoice/payment files
• Prepare and process weekly check runs, ACH payments, and wire transfers
• Reconcile vendor invoices and statements and resolve payment discrepancies
• Maintain accurate vendor records, including W-9s and payment information
• Respond to vendor inquiries regarding invoices and payment status
• Perform general ledger reconciliations, prepare journal entries, and assist with month-end close activities
• Provide support during audits and tax filings, including requested documentation and reports
• Ensure compliance with company policies and accounting procedures
• Prepare annual 1099 statements and filings
• Serve as administrator for commercial insurance communications, applications, and renewals; field staff questions and requests regarding coverage
• Assist with other accounting and administrative duties as assigned

Skills

Attention to detail

Organizational skills

Communication skills

Team collaboration

Education

Bachelor’s degree in Finance or Business Administration

Tools

Sage

MS Office

Adobe

Google Workspace

Job description

Job Summary: The Center is looking for an experienced Finance Assistant to join the Administrative Office and support our Controller across a range of financial functions. The successful candidate will play a key role in maintaining accurate financial records and ensuring timely accounts payable processing, payments, and reporting.

Responsibilities

• Process AP invoices accurately into accounting software
• Maintain organized paper and digital invoice/payment files
• Prepare and process weekly check runs, ACH payments, and wire transfers
• Reconcile vendor invoices and statements and resolve payment discrepancies
• Maintain accurate vendor records, including W-9s and payment information
• Respond to vendor inquiries regarding invoices and payment status
• Perform general ledger reconciliations, prepare journal entries, and assist with month-end close activities, including but not limited to:
  • Merchandise sales
  • Vessel cost analysis and expense allocation
  • Fixed assets
  • Fundraising software reporting
• Provide support during audits and tax filings, including requested documentation and reports
• Ensure compliance with company policies and accounting procedures
• Prepare annual 1099 statements and filings
• Serve as administrator for commercial insurance communications, applications, and renewals; field staff questions and requests regarding coverage
• Assist with other accounting and administrative duties as assigned

Experience

• Associate’s or Bachelor’s degree in Finance or Business Administration OR 3+ years of experience as a bookkeeper, accounting assistant or similar role
• Solid understanding of accounting principles and financial concepts
• Proficiency with accounting software such as Sage
• Proficiency with Microsoft Office Suite (Word, Excel), Adobe and Google Workspace
• Familiarity with non-profit accounting practices preferred

Skills

• Attention to detail and accuracy in data entry and record keeping
• Excellent organizational skills and ability to prioritize tasks and meet deadlines
• Effective written and verbal communication skills
• Ability to work independently and collaborate with cross-functional teams in a positive and supportive manner

Requirements

• US Issued Driver’s License and/or access to reliable transportation
• Valid US work authorization
• Ability to lift 20 lbs as needed to move files or other office items.
• Availability for additional hours as needed during periods of higher work volume