Associate, Finance and Operations

Job Title: Associate, Finance and Operations

Classification: Non- Exempt Position Type: FT

Salary Range: $ 59,000 -77,000

About NNSC

The National Network for Safe Communities (NNSC) at John Jay College of Criminal Justice is a center that supports cities in the United States and around the world in implementing evidence-based approaches to violence prevention. For over two decades, NNSC has worked to improve public safety, minimize arrest and incarceration, enhance police legitimacy, and strengthen relationships between law enforcement and the communities it serves. We believe that great ideas and practices come from a mix of minds, backgrounds, and experiences.

About the Role

The Finance & Operations Associate will support the organization’s financial and administrative functions, including: accounts payable, accounts receivable, budget and grant management, travel, and operations.

What You’ll Do

Finance

• Financial Processes
  • Follow applicable internal controls to ensure compliance rules and regulations of NNSC’s fiscal agent, The Research Foundation of CUNY (RFCUNY), and sponsors’ policies including foundations and federal, state, and local jurisdictions.
  • Record all finance-related activities in NNSC’s financial management system, ensuring that all transactions are allocated to the proper project and coded appropriately.
  • Acquire, record, and maintain backup documentation for financial transactions.
  • Monitor and correct any errors in a timely fashion.
  • Assist in grant/contract administration, including the accurate and timely preparation of grant budgets, reports, and reimbursement requests for grant awards.
  • Report any possible instances of fraud to the Office of Advancement of Research at John Jay College.
  • Work closely with RFCUNY on all parts of the finance system, including: liaising with RFCUNY project administrators and utilizing RFCUNY’s Workday system.
• Accounts Payable
  • Record payables in the accounting system, request any needed documentation or contracts, obtain any needed approvals, and answer any payable inquiries in a timely manner.
  • Perform regular reconciliations of p-card purchases and procurement.
  • Reconcile purchases for multiple accounts ensuring adherence to account rules and regulations for all accounts, including federal accounts.
  • Track payables to university including forward funding and guarantees.
• Payroll
  • Manage all data processing for bi-weekly payroll including creating, tracking and reconciling payroll appointments. Help identify errors and follow up with RFCUNY.
  • Assist with any off-cycle payroll, including leave payouts.
• Accounts Receivable
  • Manage all data processing for contracts, including entering into NNSC's and RFCUNY's systems and tracking all contract requirements.
  • Work with NNSC staff to help prepare contracts and reports for sponsors.
  • Assist with monthly reviews of contract deliverables with NNSC’s programmatic staff.
  • Prepare and submit invoices to sponsors and track payments.
  • Track and report individual donations.

Travel Coordination

• Manage travel systems to oversee NNSC staff travel requests, approve/purchase travel, and track travel funding needs.
• Work with travelers to meet travel needs while adhering to travel policies.
• Submit Credit Card Authorization forms when needed.

General Operations

• Facilitate office purchasing requests.
• Support Executive Director with logistics as needed.
• Assist HR with staff on-boarding/off-boarding/hiring.
• Support oversight of organizational Wiki.

Other duties as required

What You’ll Need

Experience

• Commitment to reducing violence, building trust, and transforming public safety.
• Three years of bookkeeping/financial management experience, including accounts payable, accounts receivable, payroll, reporting, data management, reconciling and maintenance of various supporting schedules.
• Knowledge of the generally accepted accounting principles, GASB, FASB, CUNY and State of New York Financial and auditing principles and practices as well as the state and federal laws, rules, regulations, policies, and procedures related to accounting and financial reporting.
• Experience with accounting platforms/software such as Workday.
• Knowledge of RFCUNY, university, hospital and/or governmental accounting, financing, auditing, and expenditure control systems and procedures, preferred.
• Experience managing and implementing complex projects effectively and efficiently, developing and maintaining systems, both independently and collaboratively with a team.
• Significant experience with Microsoft Excel and Google Sheets and proficiency in Microsoft Office Suite, ZOOM, and Slack. Comfortable with technology and learning new programs/systems.
• Ability to keep accurate records and maintain appropriate documentation.
• Detail-oriented, self-starter with strong organizational skills and the ability to multi-task to meet organizational goals.
• High level of integrity and ability to exercise sound judgment in analyzing facts and arriving at conclusions, and ability to handle confidential information with discretion.
• Strong verbal and written communication skills, including confidence, tact, and nuance; critical for correspondence with senior political and law enforcement personnel.
• Comfortable with asking clarifying questions, as needed.

Education

• Possess a Bachelor’s degree in Finance, Business Management, Business Administration, Accounting, or directly related field or related disciplines appropriate to the position.

Or

• Possess a combination of education and experience that provide you with the knowledge equivalent to a major in one of the above fields.

Or

• Possess 7 years of appropriate experience that demonstrates acquired knowledge or equivalent to a major in one of the above fields.

Location and Travel

• This role will be remote but will involve some amount of internal and external in-person meetings, in compliance with CDC and NNSC Travel Guidelines.
• 5% or less - You may be expected to travel up to 5% of the time for this position (when safe to do so per COVID-19 & NNSC safety guidelines).

Supervisory Responsibilities:

No supervisory responsibilities

• Insurance: Health, dental, vision, retirement, EAP, transit, parking, FSA, and life insurance.
• Time Off: 15 paid holidays, 15 Annual leave, 4 personal days, 20 sick days.
• Retirement: 8% employer contribution after 1 year of employment; employees are vested in the employer contribution after 3 years of employment; no employee contribution required.
• CUNY Tuition Reimbursement. Eligibility after 1 year.
• Summer Fridays
• Condensed Work-Week
• Free New York Times and Wall Street Journal