Finance Coordinator (Part-time)

About NYC FIRST

For 25 years, NYC FIRST has inspired and empowered tens of thousands of young New Yorkers as they become the next generation of problem solvers and critical thinkers, engaging in meaningful and joyful STEM learning, anchored in robotics, while preparing them for both academic pursuits and careers in STEM. NYC FIRST is building out a new STEM-based civic infrastructure, based on our STEM Centers, which broaden resources, deliver opportunity and set young people on academic and professional pathways. They level the playing field by centralizing valuable resources, including computing, software, fabrication equipment and expert NYC FIRST staff and mentors.

Position Summary

The finance coordinator role will support the logistical, financial and operational components of all NYC FIRST departments and divisions. The role will consist of two primary responsibility pools: (1) finance (purchasing, invoicing, purchase orders, and budget tracking) and (2) certificate of Insurance (COI) management. This role is best suited for a candidate with an interest in nonprofit operations, finance and management, with some experience in simple finance and budgeting.

The role is expected to be three days per week, and between 10-15 hours per week, with two days in-person. You will report to the Senior Operations Manager and work closely with him on additional ad hoc projects. As Operations at NYC FIRST spans a wide variety of responsibilities and tasks, the role would benefit more from a candidate who is proficient at learning and following new processes over a candidate who specializes in a specific skillset.

Primary Responsibilities:

• Manage virtually all purchasing, including tracking and coordination with team and organizational budgets.
  • Creation and/or maintenance of vendor accounts for various vendors, including Amazon, Instacart, Rev Robotics, GoBilda and Bambu.
  • Tax-exemption processing for all relevant vendors.
  • Potential to provide lower-cost alternatives or bulk savings opportunities.
  • Recording and reporting of monthly spending in relation to monthly budgets for all divisions.
  • Heavy receipt collection and expense tagging
• Invoicing
  • Candidate will be responsible for creation and sending of invoices through Stripe, Zeffy, and occasionally other third-party invoicing systems.
  • Candidate will assist in payment reminders, follow up and collections (this is not a collections role, but there will be some follow up on outstanding balances)
  • Invoicing system maintenance (Duplicate merging, report creation, etc.)
• COI Processing
  • Planning, requesting, and storage of all COIs
  • Assistance with COI collation for internal and external audits
• Assistance with CRM Maintenance
  • Monitoring and maintaining NYC FIRST’s input and labeling standards

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Additional Tasks may include, but are not limited to:

• Ad hoc tasks and project work as needed
• Assistance in the development of NYC FIRST Standard Operating Procedures
• Participation in weekly team meetings
• Event logistics and setup assistance
• Some simple physical requirements, such as OMNY card purchases, physical/in-kind donation sorting, and school visits.
• Occasional travel to different NYC FIRST STEM Centers, currently located at eight locations in Manhattan, Brooklyn, Bronx and Queens.

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Strongly Preferred Requirements:

• Google or MS Office Suite experience - notably Excel/Sheets, Word/Docs and Powerpoint/Slides.
• Accounting or Finance background (college majors included)
• Budget Management
• One year of post-high school work or internship experience

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Helpful but not required:

• Valid Driver’s License and willingness to do some ad hoc driving (likely a maximum of 4-5 times per year)
• Experience with Scribe or similar documentation tools
• AWS experience
• PMS/CRM Experience (Monday.com, NeonCRM, Salesforce, etc.)
• Terminal experience (as well as SAAS experience)

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Compensation
$24 per hour.

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How to Apply

To be considered for this position, please submit a thoughtful cover letter and resume through this application form. The application will remain open until the position is filled. Please refrain from emailing or calling to inquire about the position.

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Equal Opportunity Employer

NYC FIRST is an equal opportunity employer. We invite people of all backgrounds to apply. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, veteran or military status.

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