Financial Operations Specialist

4 weeks ago

New York, New York, United States The VII Foundation Full time
Job Title: Financial Operations Specialist

The VII Foundation is seeking a highly organized and detail-oriented Financial Operations Specialist to manage financial records, maintain accurate accounts, and support financial reporting on an ongoing basis. As a contractor, the specialist will be responsible for reconciling accounts, processing payroll, managing tax filings, and supporting audits while ensuring compliance with financial regulations.

Key Responsibilities:
  • Financial Record Keeping:
    • Enter bank account details in QuickBooks and reconcile transactions.
    • Download and manage monthly bank and credit card statements for audit purposes.
    • Maintain accurate records of all financial transactions, including corporate credit card accounts.
  • Account Reconciliation:
    • Reconcile bank accounts and credit card statements in QuickBooks on a monthly basis.
    • Reconcile intercompany accounts between The VII Foundation and other affiliated entities.
    • Ensure all transactions are accurately logged, discrepancies are resolved, and intercompany transfers are made as needed.
  • Monthly & Quarterly Reporting:
    • Create monthly financial reports for both The VII Foundation and affiliated entities.
    • Send monthly reports to the Financial Director, including balance sheets, profit & loss statements, general ledger, and accounts payable.
    • File quarterly sales tax returns for applicable states.
  • Payroll & Stipends:
    • Log into payroll systems to download reports and process payroll in QuickBooks.
    • Post payroll and reconcile liabilities accounts.
    • Manage payroll transfers through business banking platforms for all payrolls.
    • Pay monthly stipends to relevant team members and record transactions in QB.
    • Enroll new employees into payroll system.
  • Audit Preparation & Assistance:
    • Assist with the preparation of year-end audits, including downloading and organizing financial documents via secure platforms.
    • Support is expected during annual audits of the US financials as well as our European entities in France and Bosnia.
    • Ensure all audit documentation is readily accessible, including necessary tax forms, invoices, and statements.
  • Vendor & Payment Management:
    • Pay bills through business banking platforms and attach payment confirmations in QB.
    • Process vendor payments and communicate payment details to vendors, with a copy to the Financial Director.
    • Request and manage tax forms from US vendors for reporting purposes.
    • Track and repay intercompany charges between The VII Foundation and affiliated entities.
  • Insurance & Tax Filings:
    • File and pay any insurance bills received and enter them into QuickBooks.
    • Complete various annual filings, including:
      • Economic Census, US Census for Business Trends, state charity filings, insurance audits, and required surveys.
  • Communication:
    • Maintain open communication and respond to inquiries in a timely manner as part of fulfilling the contract.
    • Coordinate with internal teams and external vendors to resolve financial issues, such as incorrect banking details or billing discrepancies.
  • Miscellaneous:
    • Track and process intercompany expenses and ensure proper classification of purchases.
    • Attend to any banking issues, ensuring transactions are processed correctly.
    • Complete required compliance training annually.
    Estimated Hours:

Weekly: 12-16 hours.

Monthly: 38-64 hours.

Yearly: Approximately 537 hours, with an additional 60 hours for affiliated entities.

Skills and Qualifications:
  • Proficiency in QuickBooks.
  • Experience with payroll systems.
  • Strong attention to detail and organizational skills.
  • Excellent written and verbal communication skills.
  • Ability to work independently and manage time effectively.
  • Experience working for an international non-profit organization is a plus.
  • Familiarity with multi-entity financial structures is a plus.
  • Experience with nonprofit accounting and tax filings is a plus.
Contract Details:

This is a contract position, with an estimated time commitment of 12-16 hours per week. Compensation and terms will be agreed upon based on experience and scope of work. As a contractor, this position does not include employee benefits such as health insurance or paid time off.

To apply, please upload your CV and cover letter to this Dropbox folder: Apply Here. For any questions, please email jobs@theviifoundation.org. The deadline to apply is November 15.

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