Finance & Administration Coordinator

Creative Art Works (CAW) seeks a Finance & Administration Coordinator who will work with the Director of Finance & Administration to build and sustain systems, manage HR and fiscal operations, and other general office work. This will be a full-time position working 37.5 hours per week in the organization’s office in Midtown Manhattan. This person will be an integral member of a lean, passionate team. This is the perfect position for someone with a project management mindset who wants to develop their finance, HR, and administrative skills.

About Creative Art Works

CAW is a 39-year-old creative youth development organization that empowers young people through the visual and multimedia arts.

Our programs:

…equip children, teens and young adults with essential tools and skills,

…connect them with community, academic success and career opportunities, and

…inspire them to reach for new possibilities.

CAW programs include in-school and out-of-school-time classes, community artmaking events, and our well-known public art youth employment program. Working in underserved neighborhoods of NYC, in public schools, community and cultural centers, juvenile justice setting, parks and libraries, we provide dynamic arts experiences for youth who otherwise lack access. Students are never charged for participation.

Summary

The Finance & Administration Coordinator will report to the Director of Finance & Administration. This position will provide support for a wide breadth of fiscal, HR, and administrative activities including processing payroll, employee onboarding, accounts payable, accounts receivable, and other project management support.

The Finance & Administration Coordinator is integral to the management of the organization’s files and compliance with laws, funder requirements, and general organizational best practices. We are seeking someone with strong project management skills to assist the Director of Finance & Administration in management of the organization’s resources.

Responsibilities

Finance

• Maintain bookkeeping records including, but not limited to accounts receivable and payable, expense coding, credit card coding, bank deposits, and record-keeping.
• Ensure accurate and timely coordination of accounting information between financial systems (QuickBooks, Paychex and Smart Data).
• Support annual audit process by gathering samples and supporting materials and being responsible for filing and management of all information.
• Support grant and government contracting, compliance, and reporting through organizational documentation and other administrative coordination.
• Support Program Managers with invoicing program partners.

Human Resources and Payroll

• Create and maintain all staff documentation and personnel records.
• Administer payroll system, including creating and mapping job costing centers, and coding for employee timecards. Ensure successful sync from Paychex to QuickBooks for payroll.
• Process bi-weekly payroll.
• Manage employee onboarding process, including new hire paperwork, equipment/IT needs, security clearances, and required training.
• Support the DFA in creation and rollout of employee policies.
• Create reports as requested to assist DFA, ED and all departments.

Administration & Office Management

• Maintain all forms of insurance, including benefits and organizational insurance; complete insurance audits and procure certificates of insurance as requested.
• Support the DFA in compliance-related activities, including filing & reports, and vendor mgmt.
• General administrative duties including but not limited to fielding phone inquiries, copying/scanning documents, maintaining quality record management and related filing of paper and electronic documents.
• Office management: ensure office supplies, printers, postage machine, kitchen and other sundry items are kept fully stocked and in working order.
• Support the planning and execution of our Annual Benefit for Kids and other events (program culminating events and other staff events).
• Liaise with outsourced IT Vendor.
• First point of contact for property management office.
• Other duties in support of the Executive Director and wider organization as may be required.

Qualifications

• Bachelor’s degree and at least two years’ experience in project management, office management, or finance for a nonprofit organization.
• Will consider an equivalent combination of relevant education and experience in lieu of the above.
• Outstanding verbal communication skills, writing skills, and grammar.
• Excellent organizational skills, research skills, and vigorous attention to detail and accuracy.
• Prior experience with payroll or other database systems preferred.
• Demonstrated knowledge of standard business writing and formatting.
• Expert proficiency with Microsoft Office Suite.
• Familiarity with grant contracting, documentation, and reporting procedures a plus.
• Comfort with shared project management platforms (e.g. Airtable) a plus.

Ideal candidates will demonstrate their connection to, and passion for, CAW’s mission (arts, education, and/or youth development). We value lived experience in New York City, along with any individual artistic practice or creative skills a candidate may bring to bear on the role and the team, and we invite applicants to share any such experience in their submission.

Creative Art Works is pleased to offer a competitive compensation and benefits package, which includes:

• Medical insurance (CAW currently covers 93% of the cost for individual),
• Dental, vision, and life insurance (CAW covers 100% of the cost for individual)
• Flexible Spending Accounts (health)
• Commuter check program
• Monthly meal and technology reimbursements
• Other wellness benefits
• Optional portable supplemental insurance and financial resources
• Retirement savings plan with discretionary employer match
• Generous paid time off and discretionary holiday office closures
• 12 holidays plus one floating holiday
• Employee Assistance Program, mental health resources

Creative Art Works is committed to providing an environment to help staff develop personally and professionally, as well as to thrive creatively. As such, full-time, eligible employees are encouraged to engage in relevant learning opportunities. CAW will recognize up to two (2) days per year of non-CAW sponsored opportunities as “working in office” as well as absorb or defray the cost up to $500/year for professional development.

Excellent written and spoken English.