Finance Assistant, New York

Finance Assistant

New Today

Our Client, is seeking a Finance Assistant in their New York, NY location.

Position Overview

The Financial and Administrative Assistant will report to the Director of Finance and Administration and is responsible for providing comprehensive financial, operational, and clerical support across departmental functions. This includes processing transactions, supporting events, liaising with vendors and internal departments, and ensuring a welcoming and efficient front-office experience.

Key Responsibilities

Financial Operations (55%)

Manage departmental purchasing using P-Card and create purchase orders.
Reconcile monthly P-Card transactions and track order statuses.
Evaluate and recommend products; assist in obtaining bids.
Process and submit invoices with accurate chartstrings/combocodes.
Handle reimbursements, check requests, interdepartmental invoices, and petty cash vouchers.
Track and deposit incoming payments/accounts receivable.
Perform clerical support for accounts payable, including invoice filing.
Conduct invoice quality checks (verify duplicates, tax, accuracy, etc.).
Perform financial research, subcode validation, and reconciliations.

Front Office & Visitor Management (25%)

Greet and direct faculty, staff, students, and visitors in person and by phone.
Maintain a clean and organized reception area.
Respond to general inquiries and route communications to the appropriate contacts.
Provide information on organizational policies and procedures as needed.

Event Support (15%)

Provide logistical support for departmental events, seminars, and meetings.
Reserve rooms and coordinate event logistics such as catering, A/V setup, and facilities arrangements.
Assist with travel planning and event staffing (e.g., work-study/student assistants).

General Office Support (5%)

Handle mail delivery, package check-ins, and general errands.
Support various administrative duties as assigned.

Minimum Qualifications

High School diploma required.
At least 3 years of relevant administrative and/or financial experience.
Ability to manage multiple tasks and adapt to shifting priorities.
Strong interpersonal, communication (verbal & written), and organizational skills.
High attention to detail and ability to work independently.
Comfortable interacting with a wide range of stakeholders.

Preferred Qualifications

Familiarity with Oracle systems.
Proficiency in Microsoft Office, particularly Word and Excel.
Experience with higher education financial systems is a plus.
Strong sense of initiative and team collaboration.
Positive, mission-driven mindset with a sense of humor.

Hourly Pay Range: $20.00/hr to $22.00/hr

Apply

Location:: New York

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