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Finance Assistant

Center for Coastal Studies
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Finance Assistant

ADMIN - Provincetown, Massachusetts

Job Summary: The Center is looking for an experienced Finance Assistant to join the Administrative Office and support our Controller across a range of financial functions. The successful candidate will play a key role in maintaining accurate financial records and ensuring timely accounts payable processing, payments, and reporting.

Responsibilities:

  • Process AP invoices accurately into accounting software
  • Maintain organized paper and digital invoice/payment files
  • Prepare and process weekly check runs, ACH payments, and wire transfers
  • Reconcile vendor invoices and statements and resolve payment discrepancies
  • Maintain accurate vendor records, including W-9s and payment information
  • Respond to vendor inquiries regarding invoices and payment status
  • Perform general ledger reconciliations, prepare journal entries, and assist with month-end close activities, including but not limited to:
    • Merchandise sales
    • Vessel cost analysis and expense allocation
    • Fixed assets
    • Fundraising software reporting
  • Provide support during audits and tax filings, including requested documentation and reports
  • Ensure compliance with company policies and accounting procedures
  • Prepare annual 1099 statements and filings
  • Serve as administrator for commercial insurance communications, applications, and renewals; field staff questions and requests regarding coverage
  • Assist with other accounting and administrative duties as assigned

Experience:

  • Associate’s or Bachelor’s degree in Finance or Business Administration OR 3+ years of experience as a bookkeeper, accounting assistant or similar role
  • Solid understanding of accounting principles and financial concepts
  • Proficiency with accounting software such as Sage
  • Proficiency with Microsoft Office Suite (Word, Excel), Adobe and Google Workspace
  • Familiarity with non-profit accounting practices preferred

Skills:

  • Attention to detail and accuracy in data entry and record keeping
  • Excellent organizational skills and ability to prioritize tasks and meet deadlines
  • Effective written and verbal communication skills
  • Ability to work independently and collaborate with cross-functional teams in a positive and supportive manner

Requirements:

  • US Issued Driver’s License and/or access to reliable transportation
  • Valid US work authorization
  • Ability to lift 20 lbs as needed to move files or other office items.
  • Availability for additional hours as needed during periods of higher work volume

Benefits:

  • Health and dental insurance are available to you and your family after a one month probation period; the employee contributes one third of the cost and the Center contributes two thirds. CCS is currently enrolled in a Blue Cross Blue Shield PFA health plan, and dental insurance is provided by Delta Dental.
  • Holidays: Regular full and part-time employees receive 13 paid federal holidays per year
  • PTO: Regular full and part-time employees accrue PTO at the end of each month. Accruals are based upon a 40-hour work week, and full time employees earn 176 Hours PTO for the first year. PTO is  pro-rated for eligible employees who work less than 40 hours per week.
  • Long-term disability insurance: Provided at no cost to the employee after one full month of employment. In the event of a long-term disability, the LTD plan pays 60% of your base monthly pay.
  • Life insurance of $50,000: Provided at no cost to the employee after one full month of employment.
  • Retirement plan: The Center maintains a 403 (b) retirement plan with TIAA. Employees may begin to contributing a percentage of their gross income beginning six months after hire. The Center contributes to each employee’s account, matching up to 100% of a 3% contribution, and 50% of a 3-5% contribution.