Finance Coordinator

Reports to: Controller
Date Prepared: August 29, 2024
Approved by: Senior Human Resources & Operations Director
Position Type: Exempt, Full-Time, On-site or Hybrid (not remote)

About the New England Foundation for the Arts

The New England Foundation for the Arts (NEFA) is a 501(c)3 organization with an annual budget of $11.25 million. NEFA invests in artists and communities and fosters equitable access to the arts, enriching the cultural landscape in New England and the nation.

As an organization, NEFA values an equitable, diverse, and inclusive world, which we interpret as all people having fair access to the tools and resources they need to realize creative and community endeavors. We acknowledge structural inequities have excluded individuals and communities from opportunities based on race, gender, disability, sexual orientation, class, age, and geography and strive to counter those inequities in our work. 

NEFA is proud to be an equal opportunity employer and is invested in creating an equitable and inclusive working environment and organizational culture. We are committed to hiring individuals who share, value, and support these goals, and who reflect the diversity of the communities we serve. NEFA does not discriminate on the basis of race, ethnicity, religion, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other characteristic protected by law.

About the Position

The Finance Coordinator is an integral member of NEFA’s finance team and is a key support for NEFA’s human resources functions. The coordinator is responsible for facilitating all accounts payable recording, reporting and disbursements, paying particular attention to employee expense reports, corporate credit card reports, and disbursement scheduling. They will facilitate the monthly close, participate in the annual audit, and be responsible for account reconciliations, and other accounting and financial support as needed. They will coordinate tasks and projects shared across finance and human resources including tracking reporting requirements, supporting benefits enrollment, data entry, documenting processes, and other tasks as assigned. This is a hands-on position which requires a high degree of detail, accuracy, and integrity with confidential and sensitive information.

The Finance Coordinator reports to the Controller and works closely with the Senior Human Resources & Operations Director. They will be a key partner to NEFA’s interim external reporting team and will support cross organization projects working closely with staff in development, technology and data, and programs.

This is a new position which may evolve over time.

Essential Functions - % of Time

Accounts Payable – 25%

• Track and sort approved invoices and ensure timely and complete entry of transactions in the accounting system;
• Process the weekly check run in Bill.com; match to invoices and submit to authorized signers; 
• Manage all facets of A/P, including invoice review and data entry, check run, and discrepancy resolution;
• Monitor bank account activity daily and reconcile bank statements;
• Collect, review, and reconcile monthly corporate credit card and incidental expense reports and ensure accurate recording;
• Create and maintain a consistent file of vendor information (new and existing) with appropriate tax documentation;
• Prepare, process, and issue IRS Form 1099 for all required vendors annually.

Grants Payable – 20% 

• Monitor grants activity in Salesforce and input grants payable into accounting software;
• Work with grant staff to reconcile and adjust payments as needed.

Accounts Receivable – 20% 

• Create receivables for multi-year grant and other receipts, coordinated through the SalesForce database;
• Record deposits; deposit physical checks into the bank; 
• Work with grant staff to reconcile and adjust AR balances as needed.

Finance Administration – 15%

• Analyze and reconcile general ledger accounts as assigned;
• Journalize departmental expense allocations for miscellaneous shared accounts;
• Manage various projects and assignments as directed, including tasks associated with monthly financial reporting, annual financial audits, and annual tax/statutory filings;
• Document financial processes; identify opportunities to expedite or improve processes and recommend and implement new solutions. 

Benefits Administration – 15% 

• Review, track, and update staff time allocations and monthly PTO reports;
• Assist Senior Human Resource Director with annual and ongoing benefits enrollment and changes: organize and prepare benefits materials, implement changes as directed; triage, respond to, or redirect staff questions or concerns about benefits;
• Organize, track, and monitor employee spending related to professional development, commuter benefits, and home office allowances;
• Prepare monthly reoccurring payroll related journal entries.

Connecting & Learning – 10% 

• Represent the program and organization at conferences, meetings, performances, and other events; report on learning and outcomes;
• Participate in organization-wide convenings and events, planning sessions, and working groups.

Scope

Does this position supervise others?   

No

Internal/External Contacts

Works closely with all members of the NEFA staff, especially grants and technology and data teams. Collaborates daily with interim external accounting team. Interact professionally and collegially with NEFA constituents. 

Financial/Operational Resources Impacted

$10,000,000 - $25,000,000

Decision Making/Problem Solving

High degree of integrity, and discretion with confidential information. Must be well organized, motivated, detail-oriented and proficient in the use of spreadsheets and database programs. Demonstrate initiative in problem solving, communicate effectively with a diverse array of staff, meet regular and multiple deadlines and work in partnership with other staff members to complete projects. Ability to multi-task, work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.

FY25 Coordinator Starting Salary

$65,000

Opportunities for Advancement

At the beginning of their tenure, staff in coordinator level positions should set performance, development, and skill-building goals with their supervisor based on the expectations of the position. After two (2) years of employment, and with documented progress on their performance goals (as evaluated by their direct supervisor), employees at the coordinator level may be considered for promotion.

Qualifications

Required

• 2 - 4 years of work experience in a financial role or equivalent combination of work and education/certification in finance; experience working in a nonprofit strongly preferred;
• High proficiency with Microsoft Office applications, with advanced skills in Excel;
• Experience working with accounting software(s); familiarity with Abila MIP Fund Accounting is highly desirable;
• Experience using payroll & benefits platforms, Paychex preferred;  
• Adaptability to new software and virtual workflows, experience with Salesforce or a comparable CRM a plus;
• Experience using project management tools, particularly Asana;
• Excellent organizational and customer service skills, including strong attention to detail, ability to meet deadlines, problem-solve, and to shift focus based on priorities; anticipates and takes action to meet key project milestones;
• Ability to work both independently and collaboratively;
• Strong communication written and verbal communication skills;
• Ability to work, grow, and thrive within a team-based environment and comfort working with and navigating the dynamics of multiple teams;
• Ability to work on-site in the NEFA office at least one (1) day per week;
• Appreciation for and identification with NEFA’s mission, vision, and values and interest in engaging in work to advance NEFA’s organizational goals, including those centering equity, diversity, intersectionality, and accessibility.

Preferred

• Experience using bill.com or other cloud-based payment processors
• Appreciation for and interest in the arts and/or working with artists and cultural organizations; past experience working in arts administration a significant plus. 

Workplace Requirements

NEFA is a multi-state organization and an evolving and dynamic workplace. NEFA staff work in a variety of contexts, including in-person in Boston and remotely across New England and other approved states. This position is best suited to individuals who are interested in working in-person or hybrid schedules who currently or will reside within a reasonable commuting distance that allows for at least one (1) day in the office per week at NEFA’s office in Boston. This is not a remote role.

Physical/Mental Demands

Stationary position, occasional lifting (up to 15 lbs.), occasional travel (local/regional, including to events during hours outside 9-5 work hours), reasoning, decision-making, detailed work, discretion, confidentiality, communication, organization skills, reading, processing. 

Application Instructions

All candidates will apply using the application form at nefa.org/about/employment. We ask all candidates to submit a current resume and a cover letter describing their interest in and preparedness for the role, and to respond to a limited set of questions about relevant skills. Contact information to request accessibility accommodations to participate in the application or hiring process is listed on the webpage above.

The deadline to apply for this position is Monday, October 7, 2024. Applications will be reviewed as they are received, and we encourage interested candidates to apply prior to the deadline. Applications received after the deadline may not be reviewed if the existing candidate pool is deemed sufficient. Requests for initial phone interviews will go out approximately one week after the application deadline. 

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