Finance Support Associate

Taleo; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Taleo in New York, NY seeks an organized administrative professional to support the CFO and Finance Directors, handling calendars, reporting, and confidential materials. The role includes creating spreadsheets, maintaining records in Oracle/NetSuite, processing requisitions, and coordinating meetings with internal teams.

The ideal candidate has a bachelor’s degree and at least two years in a finance setting, excellent Excel/PowerPoint/Word skills, and the ability to manage multiple tasks in a

Qualifications

• Bachelor's degree required.
• Minimum two years' experience in a finance department, providing support to management.
• Advanced skill level in Excel, PowerPoint, Word, and Adobe Acrobat required.
• Accounting background experience preferred.
• Excellent organizational and verbal/written communication skills; must meet deadlines and multi-task.
• Must work independently with minimal supervision and in a team setting.
• Ability to juggle multiple tasks in a fast-paced environment with integrity and professionalism.

Responsibilities

• Perform all administrative functions for the CFO and Finance Directors.
• Prepare and run AR reports, queries and system reports for AR Accountants and Analysts.
• Assist CFO with organization charts and sensitive materials.
• Assist with spreadsheet creation and data analysis to support daily activities and cash receipts.
• Enter requisitions for procurement for Finance Department.
• Create and mail letter confirmations to Employers; track payments; distribute Withdrawal Liability reports.
• Manage CFO and Directors meeting calendars and project meeting dates to meet reporting deadlines.
• Schedule meetings, reserve rooms, arrange audiovisuals and catering; coordinate calendars.
• Prepare check records and backup for cash application.
• Maintain paper and digital record retention per policy; scan AR records.
• Scan AP records into Oracle.
• Sort and distribute mail; manage petty cash and supplies.
• Maintain reporting calendar and weekly timesheets for Finance staff.
• Create requisitions for PO creation to submit invoices in Oracle/NetSuite.
• Provide audit support by preparing daily cash receipt records for audits.
• Perform additional duties and projects as assigned.

Skills

Communication

Organization

Multitasking

Independent work

Education

Bachelor's degree

Tools

Excel

PowerPoint

Word

Adobe Acrobat

Oracle/NetSuite

Job description

Responsibilities

• Perform all administrative functions for the Chief Financial Officer (CFO) and Finance Directors
• Prepare and run Accounts Receivable reports, queries and other system reports for use by Accounts Receivable Accountants and Analysts in the completion of their daily activities
• Assist CFO with organization charts and other sensitive materials
• Assist with spreadsheet creation and data analysis, as needed, to support Accountants with analysis and completion of daily activities, cash receipts and collections activities
• Enter requisitions for procurement process for Finance Department
• Create and mail letter confirmations to Employers; track payments from Employers; distribute Withdrawal Liability reports to Employers
• Manage CFO and Directors meeting calendars including setting up interdepartmental meetings to meet Trustee reporting deadlines. Project meeting dates to meet all department deliverables
• Schedule group meetings, reserve appropriate meeting rooms, arrange audiovisual equipment and catering as needed, and coordinate multiple calendars
• Prepare check records and backup for cash application
• Manage the paper and digital record retention process in compliance with departmental and Fund policies and procedures, including scanning Accounts Receivable records
• Scan Accounts Payable records into Oracle
• Sort and distribute mail for the department, manage the petty cash box, and manage department supplies
• Maintain and monitor reporting calendar for reporting deadlines
• Keep weekly timesheets for the Finance Department staff; maintain a shared vacation and in-office calendar for the Finance Department
• Create Finance Department requisitions for creation of purchase orders to submit invoices for payment in Oracle/NetSuite system
• Provide audit support by preparing daily cash receipt records for annual sample testing by external auditors
• Perform additional duties and projects as assigned by management

Qualifications

• Bachelor's degree required
• Minimum two (2) years' experience in a finance department, providing support to management
• Advanced skill level in Excel, PowerPoint, Word, and Adobe Acrobat required
• Accounting background experience preferred
• Excellent organizational as well as verbal and written communication skills; must be able to establish priorities; meet deadlines and multi-task
• Must be able to work independently with minimal supervision and be able to work cooperatively in a group setting
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Must have high ethical standards and high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated integrity, honesty, poise, tact, and diplomacy
• Must be able to interact and communicate with individuals at all levels of the organization in a professional manner