Contract Assistant

2 weeks ago

New York, NY, United States Good Shepherd Services Full time
Reports to: DIRECTOR - CONTRACTS

Location: Fiscal Department, 305 Seventh Ave., New York, NY 10001

Hours:35 hours, Non-exempt

Salary: $41,000-$46,000/year

Job Summary: Assists the Finance Contracts Department with all clerical, administrative and record-keeping functions

Major Duties:
  • Contract/Budget/Budget Modification responsibilities:
    • Responsible saving, coding payments and credits deposits received as well as, supporting with the entries (ARR, ARB, CR) as needed
    • Prepare the backup for billing, Post-Payment Review, and audits
    • Supporting Contract Managers, Senior Contract Analysts and Contract Analyst with their portfolio as needed
    • Contracts status tracking (approval and return of budget, modification, invoice submissions submission from funders
    • Supporting Contract Managers, Senior Contract Analysts and Contract Analyst with their portfolio as needed
    • Obtaining information from external funder or GAP to collect financial grant information necessary to complete assignment
    • Filing of all billing documents - manage department's hard files at year-end
    • Scanning and saving electronic files as needed
  • Act as department liaison agency-wide for the following:
    • Follow up with Accounts Payable regarding credit card posting and back-up information (may assist department with scanning if needed)
    • Follow-up with payroll regarding special payment or time sheet information (may assist department with scanning if needed)
    • Follow up with Program regarding back-up information
    • Keep track of PA changes for department
  • Administrative support for Director, Contracts:
    • Recording of deadline dates, progress status updates of staff
    • Utilizing calendar updates and Excel spreadsheets
    • Provide office management/administrative support such as photocopying, mail merges, etc.
    • Provide once-a-week reception for the agency
    • Assist with all audit functions when necessary
    • Assist department-wide to accomplish workloads as needed
    • Perform other duties as assigned by the Assistant Director - Contracts
QUALIFICATIONS:
  • High school degree or equivalency
  • Three plus years administrative/clerical experience, preferably in finance capacity
  • Ability to multi-task
  • Takes initiative
  • Detail oriented
  • Forward-thinking
  • Organized
  • Proactive
  • Excellent computer/technical skills, particularly Microsoft Excel
  • Experience with MIP financial software a plus
  • Demonstrated analytical, problem-solving, and organizational skills
  • Ability to meet deadlines
  • Excellent verbal and written communication skills
  • Assertive
  • Must be able to work in a supportive manner with a variety of different personalities
  • Ability to work in a dynamic, fast-paced environment

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