Finance Assistant at Center for Coastal Studies

Wayne State University; Massachusetts; Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Paid holidays

Paid time off

Long-term disability insurance

Life insurance

Retirement plan with employer match

Job summary

Wayne State University is seeking an experienced Finance Assistant to join the Administrative Office and support the Controller in a broad range of financial functions. The role emphasizes accurate financial records, timely AP processing, payments, and reporting.

The position requires a finance/business degree or 3+ years of bookkeeping experience, proficiency with Sage, Excel, Google Workspace, and strong organizational skills. Flexible hours and benefits are included.

Qualifications

• Associate’s or Bachelor's degree in Finance or Business Administration OR 3+ years of experience in bookkeeping or accounting.
• Solid understanding of accounting principles and financial concepts.
• Proficiency with Sage and Microsoft Office Suite, Adobe and Google Workspace.
• Familiarity with non-profit accounting practices preferred.

Responsibilities

• Process AP invoices into accounting software accurately.
• Maintain organized paper and digital invoice/payment files.
• Prepare weekly check runs, ACH payments, and wire transfers.
• Reconcile vendor invoices, maintain vendor records and respond to inquiries.
• Assist with general ledger reconciliations and month-end close activities.
• Prepare annual 1099 statements and filings.
• Support audits and tax filings with requested documentation.
• Administer insurance communications and renewals; assist with other duties.

Skills

Attention to detail

Organizational skills

Communication

Independent work

Excel

Sage

Google Workspace

Adobe

Word

Education

Bachelor's degree in Finance or Business Administration

Associate’s degree in Finance or Business Administration

3+ years of bookkeeping/accounting experience

Tools

Sage

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
• 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
• Health and dental insurance are available to you and your family after a one month probation period; the employee contributes one third of the cost and the Center contributes two thirds. CCS is currently enrolled in a Blue Cross Blue Shield PFA health plan, and dental insurance is provided by Delta Dental.
• Holidays: Regular full and part-time employees receive 13 paid federal holidays per year
• PTO: Regular full and part-time employees accrue PTO at the end of each month. Accruals are based upon a 40-hour work week, and full time employees earn 176 Hours PTO for the first year. PTO is pro-rated for eligible employees who work less than 40 hours per week.
• Long-term disability insurance: Provided at no cost to the employee after one full month of employment. In the event of a long-term disability, the LTD plan pays 60% of your base monthly pay.
• Life insurance of $50,000: Provided at no cost to the employee after one full month of employment.
• Retirement plan: The Center maintains a 403 (b) retirement plan with TIAA. Employees may begin to contributing a percentage of their gross income beginning six months after hire. The Center contributes to each employee’s account, matching up to 100% of a 3% contribution, and 50% of a 3-5% contribution.