Overview
Finance and Operations Assistant
About Project Guardianship
Project Guardianship (PG) provides guardianship services for older adults and people with disabilities in New York who have been determined by a judicial proceeding to need help making decisions and have no family or friends able to assist them. PG’s team approach employs attorneys, case managers, and finance associates to provide clients with services that allow them to be as independent and in the least restrictive setting as possible. Since 2005, PG has served hundreds of New Yorkers and has become a leading voice in a national, interdisciplinary effort to re-envision and strengthen guardianship policy.
Position Summary
Reporting to the Director of Finance and Operations, the Finance and Operations Assistant provides operational and administrative support to the organization. This position also offers an opportunity to grow by adding bookkeeping and finance management assistance responsibilities over time.
The Finance and Operations Assistant is responsible for providing administrative support for key functions such as scanning essential documents and organizing electronic files, assisting with the production and mailing of mandatory court reporting, inventorying equipment, and assisting with the set-up and onboarding of new staff members.
Over time, the position will be responsible for collaborating with various groups within the organization to provide administrative, clerical, operational, fiscal and analytical support to the Finance and Operation’s Director to improve the performance, productivity, efficiency, and effectiveness of the organization’s finances and operations.
The Finance and Operations Assistant has the opportunity to grow into a key role supporting the organization’s finance accounting and reporting, with responsibility for collaborating with all members of the Finance Department to assist with processing, coordinating, and monitoring finance operations. The Finance and Operations Assistant will monitor completion of monthly bank reconciliations and the timely recording of transactions in Project Guardianship’s client data management system.
Responsibilities
- Administrative duties, including but not limited to:
- Collecting mail from post office box and scanning and uploading incoming mail to intranet
- Answering phone remotely and disseminating messages
- Gathering and organizing supporting documents for annual reporting
- Support the accurate and on-time month-, quarter-, and year-end closing of Project Guardianship financials in-line with policies and procedures as they relate to Project Guardianship operations by monitoring:
- The accurate recording of accruals and journal entries
- Adherence to financial statement audit requirements
- The timely completion of account reconciliations by Finance Associates
- With oversight from the Director of Finance and Operations, develop and implement finance & operations policies and procedures
- Support the Director of Finance and Operations in the monitoring of adherence to policies and procedures
- Design and develop ad hoc financial analysis to support program and department goals and objectives are performed timely and accurately
- Supports leadership in ad hoc, high priority initiatives as needed
- Provide new hire training on PG’s policies and procedures
- Other dues as assigned
Minimum Qualifications
- Bachelor’s degree preferred or equivalent experience required
- Minimum two years of related experience required
Preferred Qualifications
- Familiarity with guardianship
Other Requirements
- Excellent interpersonal, oral, and written communication skills
- Exceptional attention to detail
- Strong service-oriented attitude
- Proactive approach and problem-solving mindset
- Strong organizational and time management skills
- Proven consultative and client service approach to solving business problems and addressing new opportunities
- Ability to work collaboratively in teams, or independently to achieve departmental goals