Finance & Office Operations Associate Job at Explore Schools (Brooklyn, New York)

Job Description

Explore Schools seeks a professional with a Bachelor's Degree to fill the role of Finance & Office Operations Associate. The ideal candidate has superb organization and prioritization skills, meets deadlines, and stays on top of important details. They should enjoy collaborating on a team and supporting where needed. They are eager to grow their finance and office management skills and excited to take on new challenges. The Finance & Office Operations Associate plays a critical role in supporting both the financial and office management functions at Explore Schools. This dual-role position ensures timely and accurate financial processing while maintaining a welcoming, functional office environment. The ideal candidate is detail-oriented, proactive, and thrives on keeping systems running smoothly behind the scenes.

Job Responsibility

Partner with the Director of Finance to support the accounts payable process, including collecting, processing, and accurately coding invoices in alignment with our chart of accounts and budget
Ensure timely data entry and tracking of invoices for approval and payment
Monitor and respond to vendor inquiries, research discrepancies, and follow up on outstanding items
Perform miscellaneous reconciliations, including vendor statements and internal spending reports
Partner with the ESI Operations team to support per-pupil billing by entering data and reconciling reports against vendor portals to ensure accurate billing and funding
Assist in preparing documentation for the annual audit and other compliance-related projects
Provide general administrative and analytical support to the Finance Team and participate in ad hoc projects as needed
Serve as the point person for the ESI office, providing direct visitor support and customer service, overseeing organization and upkeep of the space, and delivering day-to-day administrative and operational support to ensure the office runs efficiently
Manage office supplies, office equipment, and refreshments, including ordering, inventory tracking, and incorporating staff feedback and preferences
Coordinate with facility service providers, including cleaning vendors, to maintain a clean and functional workspace and escalate any service issues as needed
Manage building access and security, including staff credentials, guest registration, and coordination with building management systems
Oversee conference room scheduling and functionality, ensuring meeting spaces are properly booked, equipped, and supported
Own the coordination and execution of office events and meetings, working with cross-functional teams to manage end-to-end logistics, including setup, materials, ordering food, tech support, and breakdown

Requirements

Dedicated to working in communities that have historically been underserved and under-resourced
Willing to engage in identity work necessary to heighten your own awareness and improve your capacity to view your workstreams through an anti-white supremacy lens
Steadfast commitment to collaboration and teamwork
Exhibits strong judgment and self-awareness, with the ability to ask thoughtful questions and determine when to seek additional input
Excellent verbal and written communication skills
Ability to execute tasks efficiently and with a sense of urgency and attention to detail
Ability to execute and communicate in a direct and sensitive fashion
Professional integrity, flexibility, and a reflective attitude
Office or school operations experience, preferred
Technical skills in Excel and data entry, preferred
Ability to bend, squat, climb stairs frequently and lift up to 20 pounds
Bachelor’s degree

Nice to have

Office or school operations experience, preferred
Technical skills in Excel and data entry, preferred

What we offer

Competitive salary
Paid time off including network shutdown days
Considerable matching of retirement contributions
Comprehensive benefits plan, covering up to 95% of the cost for employees and their families
Dental and vision plans
Employer paid disability and life insurance
Parental leave benefits
Flexible spending account options
Generous vacation time and paid holidays
Professional development
Continuing education scholarships
Referral bonuses
Employee assistance program (EAP)
Childcare assistance
A 403(b) retirement plan with employer matching

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Finance & Office Operations Associate

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