Finance Assistant
Company: New England Aquarium
Location: Boston
Posted on: May 16, 2022
Job Description:
Job DescriptionThe Finance Assistant provides administrative
support to the Aquarium's COO/CFO, AVP of Finance-Controller and
Assistant Controller - Director of Accounting, as well as the
overall Finance Department. They will serve as the primary Finance
contact providing timely, accurate, and proactive assistance to
employees and external customers.New England Aquarium has
implemented comprehensive safety protocols for employees and
visitors to minimize the risk of COVID-19 exposure. As a member of
our team, you will be provided with the training and resources
needed to ensure a safe and rewarding experience. In addition, the
Aquarium requires all staff to be vaccinated and boosted (when
eligible) against COVID-19 unless a reasonable medical or religious
accommodation is requested and approved.This is a full-time regular
position offering a comprehensive benefits package. The schedule
will be Monday-Friday 9:00 am - 5:00 pm.ESSENTIAL FUNCTIONS
- Performs various administrative duties for the Finance
Department, primarily assisting the CFO, Controller and Assistant
Controller - Director of Accounting. Duties include filing,
photocopying, faxing, scanning and coordinating departmental
mailings. Processes invoices from vendors administered by the CFO
and Controller and the Finance Department for payment within
MICROIX.
- Acts as the administrator for the Finance credit cards (AMEX
and Citizens). Makes all purchases, tracks and organizations all
documentation and gives to cash room weekly.
- Acts as liaison between FedEx, UPS, and the shipping department
regarding shipping accounts and pricing. Serves as backup for mail
processing and communications as necessary.
- Acts as the account administrator for the corporate Zipcar
account. Sells employee discounted parking passes and movie tickets
daily in the Milk Street location.
- Maintains Home Depot and gasoline credit cards, and key
distribution, as well as building access for Aquarium office
employees. Maintains FOB and Key information for Milk Street staff
in UltiPro employee record.
- Maintains alarm system database that assigns electronic access
to all NEAq buildings by entering appropriate access and /uploading
photo ID's for all employees. Creates employee ID's and assist in
uploading employee pictures to UltiPro as part of the New Hire
Onboarding process in a timely manner.
- Functions as centralized purchasing agent for the Aquarium for
uniforms, badges, business cards, and stationery. Prepares monthly
journal entries for each, as well as the ticket stock, before
close. Function as centralized purchasing agent for Aquarium office
supplies orders.
- Prepares and allocates Finance invoices and prepares payment
within MICROIX as needed (Fedex, Breakaway Courier, Verizon and
Earthlink & UPS, etc.). Coordinates the setup of new accounts with
various vendors as needed.
- Opens incoming finance mail and distributes to the appropriate
finance employee or external department.
- Allocates all expenses related to department copiers and
postage machines monthly, and prepares monthly journal entries for
copier, paper ,and postage before monthly close.
- Distributes and reconciles petty cash for Milk Street, Quincy -
Fishes and Rescue Rehab.
- Responsible for the annual renewals for all registrations of
NEAq vehicles and trailers. Assists with annual preparation of the
Annual Report and ABC Report for City of Boston for NEAq and
MLC.
- Serves as primary liaison between the NEAq and Beal building
management, in order to report and resolve all Milk Street
maintenance issues.
- Maintains journal entry logs including creating new monthly
templates and ensuring that all journal entry logs are signed off
on and all journal entries are filed in a timely manner.
- Performs annual flipping of accounts payable and journal entry
files including boxing up the prior year information and creating
new folders for current year information. Boxes up miscellaneous
prior year files and coordinating with the facilities department to
transport to Charlestown storage as needed.
- Compiles CEO and CFO expense reports for distribution to board
for review annually.
- Generates and distributes training/travel summary reports
monthly for VP of HR to review.
- Performs other position-related duties, as
assigned.QUALIFICATIONSMinimum Training and Experience
- Associate's Degree required.
- One to two years of related administrative experience
required.
- Must be proficient with MS Word and Excel.Knowledge, Skills and
Abilities
- Previous experience in a role with internal and external
customer service experience strongly preferred.
- Excellent organizational, written and verbal communication
skills.
- Experience with general office equipment, computers, faxes, and
copiers.
- Basic accounting and previous office experience preferred.
- Detail oriented, highly organized with administrative
experience in a fast-paced environment.
- Self-motivated; strong problem-solving skills; ability to work
independently as well as on a team.
- Demonstrated ability to create and maintain organizational
systems.For more information and to apply online please visit:
http://neaq.applicantpro.com/jobs/New England Aquarium is committed
to diversity, equity, and inclusion in the workplace and is an
Equal Opportunity Employer as defined by the EEOC.
Job Posted by ApplicantPro
Keywords: New England Aquarium, Boston , Finance Assistant, Accounting, Auditing , Boston, Massachusetts
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