Finance and Administrative Specialist

Job Summary

The Northeast States for Coordinated Air Use Management (NESCAUM) seeks a full-time employee to provide finance and administrative support for our Boston office. This position offers an opportunity for a detail-oriented, collaborative professional to contribute to meaningful environmental work within a mission-driven organization. The successful candidate will join a dedicated and supportive team that values professionalism, inclusion, and a shared commitment to public service.

Schedule

Full time. NESCAUM staff currently work on a hybrid schedule: Boston-area employees commute to the office Monday, Tuesday, and Wednesday, and work from home Thursday and Friday.

Minimum Qualifications

Experience: Minimum of 3 years of full-time or equivalent part-time professional experience in accounting, finance, operations, and administration.

Education: Undergraduate degree preferred or comparable work experience.

Basic Knowledge and Skills

• Excellent communications skills, both verbal and written.
• Ability to produce high-quality and consistent work products on deadline.
• Highly organized and professional while remaining adaptable and flexible with changing priorities.
• Strong attention to detail and timelines.
• Strong quantitative skills.
• Demonstrated skill and proficiency with Microsoft Office software (MS Word, Excel, PowerPoint, Teams, etc.).
• Experience and skill with financial and accounting software (e.g. QuickBooks) strongly preferred.
• Work effectively with a wide variety of people and juggle competing demands.
• Maintain confidentiality and IT security when handling personal identifiable information and banking information.
• Work effectively both independently and as part of a team.
• Manage multiple tasks and demands simultaneously, understand how to prioritize tasks and deadlines, and when to elevate for additional guidance.

General Duties and Responsibilities

Finance (about 60% of time):

• Prepare monthly and quarterly invoices for multiple projects.
• Assist with collections of outstanding or past due customer accounts and track and maintain the accounts receivable data
• Assist with coding credit card invoices for managers.
• Process travel vouchers for employees and approved third-party travel vouchers.
• Update and maintain vendor and project files.
• Using a timesheet on-line platform, assist with record keeping for all employees’ accrued vacation.
• Assist with annual audit preparation.
• Prepare and mail the annual Form 1099/1096 for independent contractors.
• Other duties as assigned.

General Admin (about 40% of time):

• Assist with organizing meetings, conferences, and webinars for multiple projects as requested.
• Support Executive Director and Deputy Director with scheduling, travel planning and reimbursements, Board of Directors/governance activities.
• Manage physical inventory of office supplies and materials; purchase office supplies. Act as back-up contact with building management.
• Assist with organizing and managing a large volume of digital and physical files.
• Identify and recommend improvements to systems and procedures.
• Interact with vendors and suppliers for office products and meetings.
• Type and edit memos, reports, and other documents, as requested. Assist with photocopying, digitizing, printing, and mailing, as needed.
• Field general phone and email inquiries, as needed.

About NESCAUM

Headquartered in Boston, NESCAUM is the nonprofit association of state air quality agencies in Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Rhode Island, and Vermont. NESCAUM is governed by a Board of Directors composed of the lead state air quality officials in these states and has a staff of dedicated professionals with expertise in science, technology, and policy. NESCAUM’s mission is to provide scientific, technical, analytical, and policy support to state air quality and climate programs in the Northeast. To accomplish this, NESCAUM participates in regional and national dialogues, conducts research, helps create regional policy solutions to shared problems, facilitates information sharing, and sponsors training programs. NESCAUM also operates the Ozone Transport Commission, a multistate organization created under the Clean Air Act that is responsible for facilitating regional solutions to the ground-level ozone problem in the Northeast and Mid-Atlantic regions.

NESCAUM offers an excellent benefits package, including: full health coverage with no employee contribution to premiums; flexible spending account; dental and vision coverage; 401(k) matching up to 7%; life and disability insurance; generous paid time off and leave policies; and public transit pass (for commuting staff).