Finance & Administration Coordinator

About the Queens Museum:

The Queens Museum is dedicated to presenting the highest quality visual arts and educational programming for people in the New York metropolitan area, and particularly for the residents of Queens, a uniquely diverse, ethnic, cultural, and international community.

The Museum fulfills its mission by designing and providing art exhibitions, public programs, and educational experiences that promote the appreciation and enjoyment of art, support the creative efforts of artists, and enhance the quality of life through interpreting, collecting, and exhibiting art, architecture, and design.

Position Overview:

The Finance & Administration Coordinator is an experienced, detail-oriented administrator with strong computing, accounting, and interpersonal skills who brings a customer-service approach to Finance and HR functions. Reporting to the Director of Administration, the Coordinator supports the Director of Finance in the overall smooth running of Financial and Accounting functions, including AR/AP processes, payment processing, vendor account management, monthly reconciliation, and year-end reports and audits.

In the area of Human Resources, the Coordinator assists the Director of Administration in maintaining the Human Resources Information System (HRIS - ADP Workforce Now) and takes a proactive lead on HR processes, including payroll, benefits management, recruiting, and onboarding. Success in this role derives from proactive problem solving, consistency in meeting time-sensitive deadlines, creativity and teamwork, and interest in continuously streamlining administrative processes.

This role provides meaningful opportunities for professional development in a highly collaborative team setting and innovative learning culture in the heart of Queens, NYC’s most culturally diverse borough. Bilingual and multilingual candidates and residents of Queens are strongly encouraged to apply.

Essential Functions:

Finance & Administration:

Manage Accounts Payable and Accounts Receivables, ensuring AR/AP best practices and recordkeeping per QM Policies and Procedures

Reconcile monthly accounts, research, and correct discrepancies

Process vendor 1099 forms annually & maintain W9 files

Maintain all vendor files and accounts, respond to vendor inquiries

Support the Finance Director with cash flow management, approvals, and cash reconciliation processes; banking duties as assigned

Assist the Director of Finance in preparation for audit, and grant and year-end reporting

Assist the Director of Administration and Finance Director with the implementation of a new Finance Platform (Sage Intacct)

Train new staff to process AP invoices and data entry in the Finance Platform (Sage Intacct)

Serve as a knowledge-holder of the Point of Sale System (Veevart)

Maintain a standard office supply inventory, collaborate with the Executive Assistant & Dept. Heads to ensure office supply needs are met & place a monthly order

General administrative support as directed by the Executive Team

Human Resources:

Assist the Director of Administration in Biweekly payroll processing, review timecards for completion; serve as a co-reviewer in proofing for accuracy

Assist the Director of Administration in maintaining an up-to-date HRIS (ADP WorkforceNow); serve as an ADP WFN HR Practitioner; monitor ADP promotional emails for platform upgrades and improvements, inform the Director of beneficial new functions

Co-Manage benefits enrollment processes and manage enrollment headcount reporting

Monitor the ‘HR’ email alias and respond to inquiries from external parties, such as requests for Verifications of Employment, Requests for HR, and Payroll records

Maintain and consistently monitor an employee/HR calendar, identify key employee milestones, birthdays and anniversaries; schedule employee check-ins at 90 days, 1 year etc.

Input HR-related costs for payment processing (e.g. Payroll invoices, Benefits, Pre-Screening, Contractor reimbursements)

Assist the Director in tracking and monitoring 1099 contractor payments through contract completion

Support the Director and Department Heads with onboarding, orientation, and welcoming activities for new employees, update checklists, accordingly

Assist the Director in maintaining up-to-date labor law postings and required notices on-site and online

Conduct regular ongoing reviews of Personnel files for completion and accuracy

Submit biweekly payroll reports to the Retirement Plans Administrator

Assist the HR in training new staff on ADP Timecard & Request for Time Off (RTO) Procedures

Provide recruitment scheduling & coordination support as needed

Provide general administrative support and calendaring support to the Director of HR & Admin.

While this list represents the essential functions of the role, this list does not constitute an exhaustive list of job functions

Benefits:

This is a full-time benefits eligible position to participate in the following benefits:

Paid Vacation, Sick & Personal Days

Paid Holidays

Medical, Dental, Vision Benefits

Retirement Benefits (401K savings plan, Pension plan, and Life Insurance policy)

Free admission to NYC Cultural Institutions Groups (CIG)s

EEOC Statement:
The Queens Museum is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, familial status, marital status, military status, sexual orientation, genetic information, HIV status, arrest record, gender identity, gender expression, transgender status, genetic information, domestic violence victim status, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.

New York City Key to New York COVID-19 Vaccination Mandate:

The highest priority of the Queens Museum is safeguarding the health and safety of its employees and communities. It is therefore the policy of the QM to require employees to provide proof of COVID-19 vaccination as a measure of public safety. The QM is committed to complying with all legal requirements applicable to it, including NYC’s Key to NY Executive Order #225, which requires that all covered business entities, including art museums citywide, not permit employees or patrons to enter the premises without proof of vaccination, effective August 17, 2021. As such, proof of COVID-19 vaccination is a condition of employment of the Queens Museum under New York City ordinance. This job offer is conditional upon proof of COVID-19 vaccination, which is to be submitted to Human Resources prior to the start of work date stated on this letter. Requests for reasonable accommodations for persons who cannot show proof of vaccination because of a disability, pregnancy, religious belief, status as a victim of domestic violence, stalking, or sex offenses or for medical, or other covered reasons will be considered in accordance with all applicable laws.

How To Apply:

Apply through the QM’s online careers portal:
https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=d420faa1-59f7-423a-9681-6b6764dddd4d&ccId=19000101_000001&jobId=435750&source=CC2&lang=en_US

Submit a cover letter describing your interest in this position and a resume outlining previous work experience. The QM is accepting applications for the Finance & Administration Coordinator position through Sunday, March 6, 2022. Applications are due at 11:59 PM on March 6, 2022. Please note that due to the high volume of applications, only complete applications including a cover letter will be considered for interview. Late applications will not be considered for this position.

Requirements

Competencies:

-Displays a high level of support for colleagues, builds professional and respectful relationships with others

-Adaptability and flexibility

-Well-organized with strong attention to detail

-Demonstrates initiative, resourcefulness, and a creative approach to problem-solving

-Thrives in culturally diverse settings

Qualifications:

-An overall detail-oriented approach to Financial Accounting & administration tasks, adherence to schedules and conscientious of timelines

-Strong technical and computer skills (Google Workspace, Microsoft Office, Zoom) and enthusiasm for learning new systems and optimizing existing systems to streamline administrative processes

-Strong written, verbal interpersonal communications skills

-A high degree of cultural competency, passion for people, a customer service based approach to team building

-Strong administrative experience and a drive to identify new ways of working more efficiently

-Foundational understanding of Federal, State, and Local labor law compliance, Wage & Hour law, leaves and other compliance statutes (preferred)

-Bilingual and multilingual candidates, and residents of Queens are strongly encouraged to apply.

Requirements

-Educational background in Finance, Business Administration Human Resources, Communications, a related field, or its work experience equivalent

-Demonstrated prior work experience in a Finance, Business, Operations, Accounting Specialist, or Administrative role with proven success in information management, accounting processes, interpersonal communications, scheduling, coordination, and creative collaboration

-Prior work experience with a Financial Accounting System, including Sage Intacct (Preferred), Quickbooks, MIP

-Prior work experience with a HRIS, such as ADP Workforce Now (Preferred), Paylocity, Paychex, etc.