Finance and Operations Associate

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Audubon

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Audubon, PA, United States

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30+ days ago

Overview:
The National Audubon Society is a nonprofit conservation organization that protects birds and the places they need, today and tomorrow. We work throughout the Americas using science, advocacy, education, and on-the-ground conservation. Audubon’s state, regional, national, and international programs, nature centers, and chapters have an unparalleled wingspan that reaches millions of people each year to inform, inspire, and unite diverse communities in conservation action. As a sentinel species, we recognize that the fate of birds is inextricably tied to the fate of us all.

Audubon has more than 700 staff working across the United States and seven countries in 17 state and regional offices, 41 nature centers, and 23 wildlife sanctuaries. Together as one Audubon, we aspire to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss.

Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged, with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon will bring new creativity, effectiveness, and leadership to our work throughout the hemisphere.
Position Summary:

The Finance and Operations Associate will provide high-quality and accurate accounting and administrative support for Audubon Mid-Atlantic. The position is also responsible for the timely processing of payables and receivables (including donations, rental payments, and revenue from admissions, gift shops and programs), grants and contracts management. Because much of the work stems from the operations at the John James Audubon Center, the Associate will also work under the direction of the Director of Southeastern Pennsylvania Centers. They will also be responsible for monitoring Audubon Mid-Atlantic’s annual expenses to budget, in coordination with the AMA Executive Director and Atlantic Flyway financial team.

Essential Functions:

Accounting

  • Follow Audubon policies and procedures and using Audubon financial systems, process accounts payable; invoice for services; respond to vendor inquiries; review monthly finance reports created by National Financial team for accuracy.
  • Input invoices to OIS and submit for approval.
  • Perform a variety of accounts payable and fiscal recordkeeping assignments.
  • Manage monthly revenue and expense report requirements for all Audubon Mid-Atlantic programs.
  • Prepare earned revenue deposits from the John James Audubon Center, Discovery Center and other miscellaneous sources; ensuring coding is accurate and documentation complete; track and verify transactions through Audubon systems.
  • Utilize a set of Audubon systems such as Financial Edge (general ledger), Prophix (budgeting), Salesforce (donor database) and become skilled at running, creating, and interpreting reports to ensure financial activity is reflected appropriately and information is communicated to AMA staff on a timely basis.
  • Provide support to staff operating in the Audubon Mid-Atlantic cost centers in aspects of their financial responsibilities, ensuring compliance with NAS policies and procedures.
  • Complete activities as needed for budgeting, monthly close, and year-end close.
  • Assist staff with the completion of travel and expense reimbursements using Concur, Audubon’s on-line software, if guidance is needed, and respond to staff questions and concerns regarding expense reporting.
  • Work closely with Jeffery A. Miller, the exclusive caterer at the John James Audubon Center, on all private rental contracts. Review event contracts and process payments and security deposit refunds; complete monthly journal entries; and reconcile income and expense accounts monthly. Track JJAC staff time spent on private events and bill Jeffrey A. Miller for that time. Respond to issues and questions that arise from private event customers.

Operations

  • Ensure gift receipts and processing functions are coordinated to provide excellent service to Audubon Mid-Atlantic donors in cooperation with staff in the AMA and Atlantic Flyway Development office.
  • Process all administrative contracts, and work with Grants Specialist on grant contracts to ensure compliance with Audubon policy, including coordination with the national office as necessary.
  • Develop, implement and renew internal operational policies and procedures.
  • Ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations.
  • Assist with mail or electronic submissions of proposals, reports and correspondence as needed.
  • Help staff with payroll questions and make sure staff are completing grant allocation tracking forms correctly and on-time.
  • Occasionally staff the front desk at the John James Audubon Center; operate the point of purchase system to process admissions, annual passes, program revenue, and gift shop sales.
  • Serve as point of contact for office vendors and Audubon Headquarters’ support staff colleagues.
  • Sort incoming and prepare outgoing mail.
Qualifications and Experience:
  • Bachelor’s degree in accounting, finance, or business administration. Equivalent experience may be considered in lieu of education.
  • Minimum 2 years of experience in relevant accounting and administrative position dealing with grants and contracts, including relevant experience at a nonprofit organization.
  • Exceptional organizational ability, attention to detail and a can-do attitude are essential.
  • Proven ability to track and move tasks/projects to completion in a fast-paced environment.
  • Ability to work independently with limited supervision, as well as part of a small team.
  • Excellent customer service and communication skills.
  • Critical thinking skills and a problem-solving attitude.
  • Proficiency in Microsoft Office products, including Outlook, Word and Excel.
  • Ability to exercise discretion and maintain strict confidentiality.
  • Bookkeeping and contract preparation experience a plus.
  • Help promote an organizational culture that encourages collaboration, cooperation, problem solving and conviviality.
This position is a union role represented by the Communications Workers of America (CWA).
EEO Statement:
The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.
Accessibility Statement:
The National Audubon Society endeavors to keep our careers site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
COVID Policy:
All new hires must be fully vaccinated prior to their start of employment unless they are pre-qualified by HR for exemption.