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Position Title: Bookkeeper/Administrative Assistant

Reports To: Sr. Director of Finance & Administration

Supervises: 0

Requirements: City of Buffalo Residency

Position Summary:

The role of this position is to dually administer organizational support to the finance and operation departments. The priority role will be to assist the Sr. Director of Finance & Administration in the role of bookkeeping. The secondary role will be to administratively assist the Director of Operations and/or the Director of Park Administration.

This position is a full-time, non-exempt position according to the Fair Labor Standards Act and the NYS Department of Labor rules and regulations. This position must conform to organizational rules, policies and procedures, confidentiality protocols, exude professional ethics, and uphold all standards as designated in the Employee Handbook of the Conservancy.

Major Duties and Responsibilities:

Bookkeeping:

  • Records daily receipts, invoices customers and manages accounts receivable
  • Obtains approvals of vendor invoices and credit card payments, posts in accounting system, prepares vendor payments and manages accounts payable
  • Maintain and balance the general ledger in an accurate, complete, and up-to-date manner
  • Maintains orderly fiscal records and records to document transactions
  • Filing of receipts, invoices, etc.
  • Assists in maintaining separate accounts for unrestricted and restricted funds
  • Assists in reconciling accounts monthly, as requested
  • Assists in obtaining quotes and/or RFP’s and ordering for various services and supplies
  • Assists with document/report production/copies/packets as requested; including but not limited to audits, budgets, etc.

Administrative: Assists the Director of Finance & Administration; Director of Operations and/or Director of Parks Administration in varied administrative ways, including but not limited to:

  • Proper completion of mileage reports, quote/cost research, supply ordering, assistance with coding of invoices and credit card purchases to correct account and class, and other standard daily administrative support as requested or clearly assigned.
  • Assisting with grant application and grant reporting to include review of application and assistance gathering budget information for submission. Requesting and/or coordinating information for follow up grant reporting such as: acquiring photos, assistance with gathering paid invoices and documentation to support grant requirements, review of final report for adherence to grant requirements.
  • Familiarization with city contract for compliance with reporting requirements for the Conservancy as well as vendors, contractors, WMBE requirements, and project implementation, and assisting with compiling bi-annual reporting metrics, etc.

Other duties as assigned; Administrative or event support related.

Job Qualifications and Employee Attributes:

  • Associates Degree in accounting and/or minimum of 3 years experience in standard bookkeeping and administrative practices.
  • High level of technical computer skills and aptitude for Microsoft Office including Word, Excel and Outlook. Proficiency with Quickbooks accounting software.
  • Demonstrated ability to coordinate and complete multiple projects while managing conflicting priorities and deadlines.
  • Highly organized and process oriented for timely results. Maintains orderly files and assures information and data are accurate, while easy to locate and access.
  • High degree of accuracy and attention to detail is essential
  • Research, Judgment and Decision-Making – recognizes when more information is required and/or immediate action is needed and recommended. Has ability to procure supporting information in order to facilitate informed decision making by Sr. staff. Identifies cost and time savings elements, helps track initiatives for time management and efficiency, and assists with reports, forms or protocols; engages in constructive feedback.
  • Interpersonal Relations – establishes rapport with others at all organizational levels; respects others; considers and responds to the needs and capabilities of others; establishes and maintains an open, productive dialogue with others.
  • Oral and Written Communication (i.e. In person, verbal, written) – expresses ideas and facts in a clear and understandable manner; listens to and comprehends what others are saying; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate information effectively to assist staff
  • Professional Conduct – demonstrates dependability, honesty, integrity, trustworthiness, and credibility; models appropriate professional behavior; accepts responsibility for own actions; maintains organizational confidentiality.

Working Conditions:

  • Job can require employee to work outdoors (events) as well as in an office.
  • The job duties can require an employee to bend, reach, stoop, sit, stand and/or walk for extended periods of time and/or move heavy objects at times up to 30 lbs.
  • Collaborative environment with team leadership, mentoring and fostering of goodwill.
  • Policies, Procedures and Benefits are as described in the Employee Handbook.
  • Office space may be shared with other administrative personnel.
  • Must be able to adapt to ever changing resources and limited budget

To apply, please email resume to [email protected] or send by mail to:

Buffalo Olmsted Parks Conservancy, Inc.
Attn: Human Resources
84 Parkside Avenue
Buffalo, NY 14214

This job description is subject to change at any time and does not constitute a contract of employment. This job description is intended to identify and list the responsibilities, duties and qualifications most commonly associated with the position. This listing cannot be considered all-inclusive, as changing organizational circumstances can result in changes to some of those responsibilities, duties and qualifications. Further, every task supporting the functioning of the position may not be listed or not listed in detail. This job description does not constitute a contract of employment.

Buffalo Olmsted Parks Conservancy, Inc. is committed to diversity in the workplace. Buffalo Olmsted Parks Conservancy, Inc. is an equal opportunity employer.

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