Senior Administrative Assistant
Church World Service, Inc.

Overview

Reports to: Office Director
Location/ Work Arrangement: US-NY-New York/ Hybrid
Salary Minimum: $45,200.00/Yr.
Salary Maximum: $56,500.00/Yr.
This position may be eligible for 10% geographical differential
raising the band to minimum $49,720; target max $62,150

About CWS

Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.

Purpose

The Senior Administrative Assistant will be responsible for essential administrative and accounting functions including office operations, expense reports, accounts payable and receivable, review and code financial information, compile and review information for accuracy, and maintain records.

Responsibilities

• Essential Duties
  
  1) Accounts Payable
  
  • Record day-to-day AP transactions and complete the posting process in a timely manner, retrieving invoices from sites, as needed.
  • Process credit cards transactions, reconcile statements and monitor online activity.
  • Process employees expense reports.
  • Prepare AP payment schedules.
  • Collaborate directly with vendors, as needed (i.e., tax exemption)
  • Maintain records and review reports and statements.
  • Maintain an orderly accounting filing system (vendors, W9, banking information, etc.)
  • Run month end closing reports, as required.
  2) Accounts Receivables
  
  • Record donations in accounting system.
  • Maintain & gather monthly donations data from various donation payment platforms or websites, as needed.
  • Process incoming checks and donation paperwork, share with other departments, as applicable, and manage data in month end files.
  • Record bank deposits and other receipts of funds.
  • Maintain up to date annual/monthly files.
  • Run month end closing reports, as required.
  3) Other
  
  • Petty Cash: record activity (withdrawals and expenditures) and reconcile monthly.
  • Perform select general ledger & account reconciliations.
  • Contribute to month end closing activities.
  • Maintain updated forms & reference documents for staff (i.e., grant lists, expense reports).
  • Annual Audit: assist with data preparation and gathering of documents.
  • Files maintenance: scan and/or records incoming mail or emails applicable to the Finance Dept activity.
  • Calendaring - booking meetings between team members or coordinating client visits.
    Booking travel (US & International) and managing any disruptions.
  • Expense Reporting - completing business expense reports.
  • Office Management - assisting when visitors come into the office, both internal and external
  • Other general business needs - client database management, committee presentations
  • Assisting up to a staff of 30 - managing their calendars, booking travel, expense reporting, along with any other additional business needs.
  • May act as an informal resource for Team members with less experience.

Qualifications

Education: Bachelor's degree or equivalent work experience with fund accounting or office operations in a non-profit environment.

Experience: Minimum of 3 year's work in finance, accounting, or bookkeeping and overall office operations strongly desired.

Skills:

• Proficient in general office software programs like MS Word, Excel, email, and internet.
• Prior knowledge of QuickBooks preferred.
• Strong organizational skills and attention to detail.
• Strong time management skills including ability to prioritize, multi-task, and meet deadlines.
• High degree of professional integrity; ability and commitment to maintain confidentiality of sensitive data.
• Ability to work well in a fast-paced environment.
• Ability to work well independently, as well as collaborate and communicate effectively as a team member in a multi-cultural environment.
• Fluency in English, written and spoken, second language a plus.
• Ability and willingness to work from 2-3 different office locations in NYC and Long Island.
• Commitment to diversity, equity, and inclusion and willingness to support CWS' Platform on Racial Justice as a CWS employee required.

Special Requirements

• This position is based in NYC and Islip, Long Island, and will require both in-office work and remote work with the possibility of transitioning to fully in-person.
• Ability to work some evenings and weekends as needed.
• The candidate must be able to lift up to 50 pounds.
• Background check and references are required for the position.

Benefits

CWS offers a competitive benefits package that includes:
- 403 (b) Retirement Plan
- Medical, Dental and Vision Insurance
- Generous Paid Time Off (21 Paid Days Off; 27 Days after 2 Years)
- 14 Official Holidays
- Sick Time Off (12 Accrued monthly)
- Life Insurance and AD&D
- Long Term and Short-Term Disability
- Employee Assistance Program (EAP)
- Health Savings Account
- Flexible Spending Accounts
- Commuter Benefits

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