Finance and Operations Senior Associate

Position: Finance and Operations Senior Associate

Expected Start Date: Sept 3, 2025

Reports to: CFO FLSA: Exempt

Position Summary

The Finance & Operations Senior Associate is a full-time position reporting to the Trail Conference’s CFO, with responsibilities covering a variety of internal organizational processes and infrastructure, including Finance, Payroll, Human Resources and Operations. Applicants should be comfortable working with staff and volunteers while managing and coordinating multiple projects simultaneously, such as:

Financial and business planning activities

a) Management and supervision of part-time Finance and Operations Assistant who is responsible for

i) Purchase-to-Pay activities –coding and entry of invoices into QuickBooks Online, cutting checks, processing signatures and check stubs, reconciling credit card accounts

ii) Filing and maintenance of financial records

iii) Treasury activities - preparing and making weekly deposits

b) Manage monthly close activities – record journal entries, prepare and/or review account reconciliations including multiple bank and investments accounts

c) Manage programmatic, restricted funds and grant budgets across departments

d) Prepare grant reimbursements for submission, review grant budget vs. actual reports with program managers

e) Prepare and file quarterly sales tax with State of NJ

f) Prepare various annual account reconciliations for the annual financial audit, assist in walkthrough and auditor requests

g) Assist with the annual budget process; work closely with multiple departments to ensure budgets are accurate, and timely; provide guidance and supporting documentation

h) Attend quarterly Finance Committee meetings; attend evening Boarding meetings as appropriate

i) Automate manual financial processes when appropriate – identify, research and recommend options, manage implementation

j) Prepare ad hoc financial reporting and requests

Payroll & Human Resources

a) Manage semi-monthly payroll runs for employees (~25) and seasonal Conservation Corp members

b) Coordinate benefit plan activities – process additions, deletions, changes. Lead annual open enrollment process

c) Work with third party HR support and internal HR team to keep the employee handbook and policies up to date and compliant with appliable laws

d) Assist with onboarding and offboarding of employees, coordinate with multiple departments for the proper documentation and procedures

e) Manage online PTO system for all employees

f) Manage the performance evaluations and annual goal setting for nonseasonal employees

g) Develop team building activities and engage with staff focusing on cultural development and greater job satisfaction to all employees

h) Execute annual surveys such as staff satisfaction

Operations

a) Serve as staff liaison with third-party IT support

i) Coordinate IT projects such as software upgrades, phone management, etc.

ii) Work with IT support to ensure that best practices and policies are implemented

iii) Maintain equipment listing

b) Assist with insurance requests and risk management; request Certificates of Insurance from both broker and outside vendors

c) Assist with ad hoc operational requests

Qualifications

• 3+ years accounting experience required, CPA preferred
• Ability to work both remotely and at organization’s office 2 days a week
• Proficiency with MS Excel
• Experience with Quickbooks Online and Sharepoint preferred
• 1+ year of HR experience or Office Management preferred
• Experience with implementing process automation
• Strong sense of accountability, while managing a wide array of responsibilities
• Ability to work independently by utilizing analytical and problem-solving skills
• Excellent written and verbal communication skills
• Valid driver’s license, access to car and insurance

Work Environment

Based in Mahwah, New Jersey, this is a full-time position beginning immediately. It offers a full-time, competitive salary with health and retirement benefits and opportunities for learning.

While work performed at the Trail Conference’s headquarters is preferred, hybrid work arrangements may be used to allow staff members to fulfill some or all their duties from an off-site location. Enabling remote and hybrid work is a strategic business decision, in addition to being a benefit for staff members, and is consistent with the Trail Conference’s culture, including:

• Creating a highly engaged, equitable, diverse, and inclusive workforce.
• Attracting and retaining staff members by providing a work environment that is supportive, productive, and flexible.
• Sustaining a highly collaborative culture.
• Fostering an environment for continued productivity, improvement, and excellence.
• Empowering decisions that prioritize both business needs and staff member preferences.
• Reducing our environmental impact and aligning with the organization’s sustainability goals.

For these reasons, we encourage the use of remote and hybrid work arrangements and flexible scheduling when appropriate and when aligned with the needs of the teams. Approval for such arrangements is granted at the discretion of the Trail Conference management and is subject to ongoing and periodic review. The determination of staff member eligibility for remote and hybrid work will be made in accordance with the organization’s Hybrid Work Policy and the needs of the organization.

The Trail Conference believes that the joys of nature belong to everyone, regardless of race, ethnicity, gender, gender identity, age, disability, national origin, or religion. We pledge to uphold equality in our hiring and employment practices and to create an environment where everyone, from any background, can do their best work.

Compensation

The salary range is between $55,000 and $64,000 and commensurate with experience. The Trail Conference proudly provides a full range of benefits including employer subsidized health care, matching 403(b), complimentary membership, eighteen+ paid vacation days, nine paid sick days, and twelve paid holidays.

Application:

To apply, please submit the following items via email attachments (start all file names with your last name) to jobs@nynjtc.org, subject line: F&O Senior Associate: “Your Last Name”. All application materials will be kept confidential.

1. A professional resume.
2. A cover letter addressing your interest and qualifications.
3. Contact information for three references.

This position is available until filled. Candidate interviews will begin in mid-July and continue until an offer is made. Anticipated start date of September 3, 2025. No calls, please.

Employment Opportunities

The New York-New Jersey Trail Conference provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law. We pledge to uphold equality in our hiring and employment practices and to create an environment where everyone, from any background, can do their best work.

About Us

For more information about the New York-New Jersey Trail Conference, please visit https://www.nynjtc.org/about-us