Associate, Finance at Share Our Strength in Washington, DC

Job description

• The Finance Associate provides essential administrative, operational, and coordination support to the Finance Department, helping the team manage key deadlines, meetings, records, and department-wide processes. This role supports the CFO, Controller, and Finance team through scheduling, document management, meeting logistics, committee minutes, travel coordination, and maintenance of shared resources such as calendars, policies, procedures, and Finance content on StrengthNet. The Associate also provides function-specific administrative support to individual Finance teams. This position requires strong organization, attention to detail, sound judgment, and the ability to communicate effectively with staff at all levels, vendors, auditors, donors, and other external partners.

Responsibilities

• Coordinates scheduling needs for CFO and Controller with calendar management and room reservations (e.g. scheduling 1:1s, project-based meetings, providing availability upon request)
• Serve as primary point of contact for the team to schedule meetings with external parties (e.g. auditors, bankers, partner organizations)
• Maintain the Finance Department calendar and org-wide calendar with holidays, respite days, and key Finance deadlines/dates
• Open and scan Finance mail (Accounting, Payroll, and Revenue Operations) and distribute to teams or save on Google Drive as appropriate
• Coordinate signatures, scanning, and mailing documents requiring wet-ink signatures and/or notarization; notary preferred for this position
• Securely shred deposited checks and supporting documentation stored on-site after 90 days
• Coordinate with Office Services to obtain Datawatch cards, reserve conference rooms/desks, and arrange secured storage for auditors
• Coordinate logistics for on-site meetings for Finance and their internal and external partners (e.g. arrange and set up catering, reset tables/chairs in 5th floor conference rooms in desired configuration, admit visitors, provide audiovisual support and troubleshoot issues for virtual attendees, take notes on and follow up with team members on action items/parking lot)
• Deliver all outgoing mail and packages to the designated location at headquarters for USPS/UPS/FedEx pickup (this role is not expected to drive to the office or provide off-site transportation for outgoing mail or packages)
• Create and manage the flow of documents across the finance team to ensure deadlines are met and inquiries are responded to in a timely manner
• Upload documents to auditor’s secure transfer portal
• Document, organize, and distribute minutes for Audit Committee and Finance Committee meetings
• Coordinate hotel and flight logistics for Finance team travel
• Maintain and archive documents on Finance Google Drive and OneDrive
• Maintain list of all Policies and Procedures owned by Finance, link to the most recent version of each document (on StrengthNet, Google Drive, or elsewhere), and note last updated date
• Manage Finance content on StrengthNet, including uploading and validating documents
• Provide information to support Executive Office staff responsible for completing annual charitable registrations and maintaining state registrations for tax exemption
• Coordinate across the finance team to compile topics for monthly Finance Bulletin
• Draft agendas for Finance Department Meeting, reach out to participants for status updates to include in meeting agenda, and share minutes/action items from meeting
• Maintain Chart of Accounts document on StrengthNet and set up new values in systems
• Perform quality checks on active values in systems and Chart of Accounts to ensure current lists are accurate; close inactive values in all systems
• Notify staff responsible for maintaining reporting and budgeting templates to update values
• Send Outlook reminders for non-exempt staff and their supervisors to sign off on timecards (variable dates based on payroll schedule)
• Assist Payroll Senior Manager with maintenance of state registrations for payroll withholding and unemployment
• Enter Finance invoices in Emburse/Chrome River and work with Accounts Payable team to address any questions regarding invoices
• Send reminders for staff and their supervisors to submit and approve expense reports and invoices in Emburse/Chrome River
• Manage American Express corporate card administration (e.g. requests for new cards, limit increases, card replacements, deactivations)
• Respond to donor phone calls to confirm payment information, confirm tax ID, provide W9, escalate concerns to Revenue Operations team, and/or provide copy of bank account verification letter
• Manage Asana tasks for donor reporting deadlines for gifts requiring an Appeal ID (restricted funds allocation meeting and journal entry will need to occur before these dates)
• Coordinate updates to content on the Planning & Budgeting Hub on StrengthNet
• Work with CFO to provide administrative support on organization-wide projects/initiatives and occasionally act as a project manager as needed
• Maintain procedures, training materials, and templates needed for completion of duties and responsibilities above
• Participate in Finance team priority projects as assigned
• Travel less than 15%.
• Other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree is preferred but not required, or equivalent professional and work experience.
• Two(2) -Three (3) years of professional office administrative support work experience.
• MS Office proficiency, including use of OneDrive and Outlook. Asana experience highly preferred.
• Outstanding interpersonal and relationship management skills, including the ability to identify and work through challenges, underscored by strong judgment and emotional intelligence.
• Demonstrated ability to work independently on multi-step, detail-oriented projects in a fluid environment.
• Excellent written and oral communication skills, including the ability to adapt voice and tone rapidly across contexts
• Interest in anti-hunger and anti-poverty issues.
• Detail-oriented with strong organizational skills.
• Ability to work independently and efficiently.

Skills

Preferred

• Asana experience highly preferred
• Notary preferred for this position

Benefits

• We offer a comprehensive benefits plan which currently includes, but is not limited to, health insurance, dental insurance, vision insurance, retirement, wellness benefits, and paid time off (vacation leave, sick leave, personal leave, holiday, parental leave, bereavement leave, military leave, and jury duty leave).