Finance and Operations Associate (Temporary)

Position: Finance and Operations Associate (Temporary)

Expected Start Date: February 1, 2026

Reports to: Finance and Operations Senior Associate

FLSA: Exempt

Position Summary

The Finance & Operations Assistant is a temporary, full-time, hybrid position reporting to the Trail Conference’s Finance and Operations Senior Associate, with responsibilities covering a variety of internal organizational processes and infrastructure, with a focus on Finance and Operations. We expect the position will run from late mid-February, 2026 to early June, 2026. Applicants should be comfortable working with staff in a fast-paced, open work environment while working on multiple projects simultaneously, such as:

Financial and business planning activities

• Purchase-to-Pay activities – code all invoices, enter payable invoices into Quickbooks Online, cut checks, process signatures and check stubs, enter credit card expenses
• Treasury activities - prepare bank deposits, make weekly deposits at the local bank or via remote check capture, ensuring all back up and support is filed appropriately
• Sales & revenue activities - Assist with preparation and submission of grant reimbursements, process checks and other receipts in Quickbooks Online
• Responsible for filing and maintenance of financial records electronically and physically • Grant reimbursement
• Work closely and frequently with Advancement Team members to reconcile pledges, donations, accounts receivable, store transactions, cash box, etc.
• Financial audit support – pull, prepare, and upload audit requests on a timely basis
• Assist with budget data collection and entry into database annually
• Assist with automating manual processes when appropriate
• Assist with ad hoc financial reporting, requests and other needs

Operations

• Assist with vendor relations by managing vendor selection, obtaining W9’s and contract support
• Assist with administrative functions to ensure smooth daily operations of office and equipment.
• Assist with various insurance requests (Certificates of Insurance, data pull for renewals, etc.)
• Order and maintain office supplies and Amazon orders
• Assist with ad hoc operational requests

Human Resources

• Coordinate logistics, agendas, and materials for all-staff and manager meetings, follow up with meeting participants on action items
• Provide onboarding and offboarding support for the HR Team, including to review job descriptions, post open positions, track applicants, conduct reference checks, set up trainings, assist in the creation of offer letters, off boarding checklists, etc.
• Support HR team with the administration of HR policies and procedures including but not limited to PTO tracking, team building activities, staff surveys, filing of annual reviews,
• Ad hoc requests related to Human Resources

Qualifications

• Proven attention to detail, consistency to follow through, and willingness to ask questions
• Ability to stay organized and work productively in a busy, dynamic environment
• Two years bookkeeping experience required
• Experience with QuickBooks Online preferred • Non-profit experience a plus
• Experience with Microsoft Office including Excel, Word, Outlook and Teams
• Proven ability to work well and cooperatively in a diverse work environment
• Ability to work independently
• Valid driver’s license, access to car and insurance
• Other considerations:
  • Ability to lift and move file boxes up 15 pounds
  • Ability to work in Mahwah, NJ Headquarters 2 days per week

Work Environment

While the Trail Conference encourages and supports remote and hybrid work arrangements to allow staff members to fulfill some or all their duties from an off-site location, the Finance & Operations Associate’s responsibilities require them to be physically present two days per week in our headquarters in Mahwah, NJ.

Compensation:

The annual salary for this position is $45,000 - $50,000 and depends on 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: Finance & Operations 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 immediately and continue until an offer is made. 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.

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.