The Finance & Operations Assistant is an essential member of the Nature Conservancy Operations team in Massachusetts. S/he provides a variety of routine and non-routine finance and accounting-related tasks. The Finance & Operations Assistant is responsible for managing accounts payable by working with various staff to ensure invoices are paid efficiently and works with staff and vendors to troubleshoot accounting problems and create reports. S/he assists the Operations team with preparing the annual budget. The Finance & Operations Assistant monitors and coordinates non-real estate contracts and grants-out for Massachusetts Chapter staff. Additionally, she provides grants support which may include maintaining database systems, handling inquiries about grant activities, conducting research on entries recorded to the financial system, and responding to internal requests for information or guidance. S/he is responsible for expeditiously and courteously responding to, routing, or resolving inquiries and requests from internal and/or external customers. S/he may be responsible for back-up administrative assistance to the department and logistics for meetings and training events as needed.
This is a part-time position (21 hours/week) which reports to the Director of Finance and is part of a small Operations team that works closely to ensure the overall smooth functioning of the Massachusetts Chapter.
- Manage the accounts payable system. This includes working within the VPR (vendor payment request) system to prepare invoices, resolution of problems relating to accounts payable, and maintenance of friendly relationships with vendors. Via VPR, track invoices paid and projects/accounts charged; train staff and act as a resource to all staff in answering payment questions.
- In partnership with Operations colleagues in both Massachusetts and the Worldwide Office, assist with annual budgeting and create tracking reports as needed.
- Manage non-real estate contracts and grants-out coordination by ensuring contracts are compliant, tracking, paying and following up with staff on deadlines and/or issues.
- Grants Support to program managers and Director of Finance. May include tracking reporting deadlines, maintaining grant files, assisting with due diligence, creating grant budgets, assisting with processing & tracking of grant-funded contracts and sub-awards, meeting support.
- Manage the annual filing of property tax exemptions.
- Prepare and process various accounting forms and adjustments, verify the accuracy and coding of journal entry transactions, run reports as needed for tracking and analysis.
- Act as back-up to Operations Coordinator and cover reception duties if/when necessary.
- Assist the Director of Operations and Director of Finance with finance and operations related tasks as needed.
- Make day-to-day decisions within the scope of work assignments and prioritize work independently.
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor.
- Ensure TNC’s policies and procedures are met.
- Demonstrate sensitivity in handling confidential information.
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff.
- Serve as a team member for assigned projects.
- Be willing to travel, work overtime, and work evenings and weekends as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.a
- Experience in database management or producing reports, or in the use of automated systems or touch key calculator.
- Experience working with basic principles in accounting or in analyzing financial figures
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience providing administrative support;
- Experience working and communicating with a wide range of people;
- Experience writing clear, understandable email messages.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Ability to apply research skills;
- Database skills, including managing and tracking data, and producing reports;
- Experience analyzing financial figures, database management and producing reports preferred;
- Excellent customer service skills and focus;
- Experience, coursework, or other training in relevant field; and/or
- Strong organizational skills and attention to detail;
- Service oriented. Courteous, personable, tactful and able to deal effectively and sensitively with all levels of staff and public;
- Demonstrated flexibility to changing situations and priorities;
- Strong verbal and written communication skills;
- Experience utilizing organizational skills and accuracy, attention to detail and ability to work well in a high volume and sometimes high paced environment;
- Interest in “behind the scenes” conservation work.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.