New England Aquarium Looking for Finance Assistant at Boston, MA

The Finance Assistant provides administrative support to the Aquarium’s COO/CFO, AVP of Finance-Controller and Assistant Controller – Director of Accounting, as well as the overall Finance Department. They will serve as the primary Finance contact providing timely, accurate, and proactive assistance to employees and external customers.

New England Aquarium has implemented comprehensive safety protocols for employees and visitors to minimize the risk of COVID-19 exposure. As a member of our team, you will be provided with the training and resources needed to ensure a safe and rewarding experience. In addition, the Aquarium requires all staff to be vaccinated and boosted (when eligible) against COVID-19 unless a reasonable medical or religious accommodation is requested and approved.

This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday-Friday 9:00 am – 5:00 pm.

ESSENTIAL FUNCTIONS

• Performs various administrative duties for the Finance Department, primarily assisting the CFO, Controller and Assistant Controller – Director of Accounting. Duties include filing, photocopying, faxing, scanning and coordinating departmental mailings. Processes invoices from vendors administered by the CFO and Controller and the Finance Department for payment within MICROIX.
• Acts as the administrator for the Finance credit cards (AMEX and Citizens). Makes all purchases, tracks and organizations all documentation and gives to cash room weekly.
• Acts as liaison between FedEx, UPS, and the shipping department regarding shipping accounts and pricing. Serves as backup for mail processing and communications as necessary.
• Acts as the account administrator for the corporate Zipcar account. Sells employee discounted parking passes and movie tickets daily in the Milk Street location.
• Maintains Home Depot and gasoline credit cards, and key distribution, as well as building access for Aquarium office employees. Maintains FOB and Key information for Milk Street staff in UltiPro employee record.
• Maintains alarm system database that assigns electronic access to all NEAq buildings by entering appropriate access and /uploading photo ID’s for all employees. Creates employee ID’s and assist in uploading employee pictures to UltiPro as part of the New Hire Onboarding process in a timely manner.
• Functions as centralized purchasing agent for the Aquarium for uniforms, badges, business cards, and stationery. Prepares monthly journal entries for each, as well as the ticket stock, before close. Function as centralized purchasing agent for Aquarium office supplies orders.
• Prepares and allocates Finance invoices and prepares payment within MICROIX as needed (Fedex, Breakaway Courier, Verizon and Earthlink & UPS, etc.). Coordinates the setup of new accounts with various vendors as needed.
• Opens incoming finance mail and distributes to the appropriate finance employee or external department.
• Allocates all expenses related to department copiers and postage machines monthly, and prepares monthly journal entries for copier, paper ,and postage before monthly close.
• Distributes and reconciles petty cash for Milk Street, Quincy – Fishes and Rescue Rehab.
• Responsible for the annual renewals for all registrations of NEAq vehicles and trailers. Assists with annual preparation of the Annual Report and ABC Report for City of Boston for NEAq and MLC.
• Serves as primary liaison between the NEAq and Beal building management, in order to report and resolve all Milk Street maintenance issues.
• Maintains journal entry logs including creating new monthly templates and ensuring that all journal entry logs are signed off on and all journal entries are filed in a timely manner.
• Performs annual flipping of accounts payable and journal entry files including boxing up the prior year information and creating new folders for current year information. Boxes up miscellaneous prior year files and coordinating with the facilities department to transport to Charlestown storage as needed.
• Compiles CEO and CFO expense reports for distribution to board for review annually.
• Generates and distributes training/travel summary reports monthly for VP of HR to review.
• Performs other position-related duties, as assigned.

QUALIFICATIONS

Minimum Training and Experience

• Associate’s Degree required.
• One to two years of related administrative experience required.
• Must be proficient with MS Word and Excel.

Knowledge, Skills and Abilities

• Previous experience in a role with internal and external customer service experience strongly preferred.
• Excellent organizational, written and verbal communication skills.
• Experience with general office equipment, computers, faxes, and copiers.
• Basic accounting and previous office experience preferred.
• Detail oriented, highly organized with administrative experience in a fast-paced environment.
• Self-motivated; strong problem-solving skills; ability to work independently as well as on a team.
• Demonstrated ability to create and maintain organizational systems.

For more information and to apply online please visit: http://neaq.applicantpro.com/jobs/

New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Opportunity Employer as defined by the EEOC.