Finance & Operations Associate

Mission Statement

YW Boston works to eliminate racism, empower women and promote peace, justice, freedom and dignity for all. YW Boston is at the vanguard of thought leadership on issues at the intersection of race and gender, helping organizations create more inclusive environments where women, people of color, and in particular, women of color can succeed.

YW Boston invests in our internal culture, including our own racial equity practices. We seek candidates that thrive in adaptive organizations, are comfortable working amidst organizational change, and are excited about helping YW Boston deepen its impact in Boston.

Organizational Values

People, Collaboration, Liberation, Courage, Shared Leadership

Gender Inclusion Statement

At YW Boston, we are committed to executing our mission of eliminating racism and empowering women through uplifting the experience of all women and girls regardless of their assigned sex at birth. We promote gender equity by amplifying the voices of cisgender women and girls, transgender women and girls, and gender non-conforming individuals who experience oppression and discrimination based on their gender, gender identity, and gender expression.

General Statement of Duties

The Finance & Operations Associate supports and executes a variety of activities including payroll, accounts payable and accounts receivable, accurate account support, and general administrative duties in accordance with established policies, procedures, and controls. The Associate works closely with the Operations team to optimize operational processes and workflow. The Associate wears many hats and excellent service to other departments is essential.

The Associate reports to Director of Operations.

Massachusetts residency is required within six months of hire, and YW Boston does not cover relocation expenses. This position is hybrid with a weekly requirement of at least two days at the YW Boston office or on-site for programming, and a maximum of three days remote, starting from date of hire. Occasional evening and weekend commitments are required to fulfill the needs of YW Boston and our partner organizations.

YW Boston follows the latest COVID-19 guidance from the CDC and MA Department of Public Health and strongly encourages all employees to be fully vaccinated and boosted.

Position Outcomes

The successful Finance & Operations Associate will achieve the following outcomes:

• Smooth functioning of equipment, supplies, and space
• Efficient processing of vendor and employee payments and revenue coding
• High level of accuracy of transactions
• Timely invoicing and collections
• Consistent and clear employee communications regarding all facets of operations

Key Responsibilities

Payroll

• Process bi-weekly payroll to pay employees by calculating pay and deductions
• Ensure timesheets are entered, approved, and accurate
• Maintain payroll information by collecting, calculating, and entering data into the payroll system, as well as retrieving data when necessary
• Update payroll records by entering changes in benefit deductions, salary, and job title
• Assist with monthly, quarterly, or year-end calculations of bonuses and other salary-based compensation
• Resolve payroll discrepancies by collecting and analyzing information and interacting with Operations
• Maintain employee confidence and protects payroll operations by keeping information confidential
• Submit retirement contributions to 403(b) platform and YWCA Retirement Fund after running payroll
• Track PTO usage to help employees understand balance

Finance & Accounting

• Process and code approved invoices and reimbursements
• Process and code approved expense purchases on organization credit card
• Ensure materials are provided to outsourced accounting firm in a timely manner to facilitate efficient monthly close process
• Deposit checks and record all revenue in appropriate categories in partnership with Advancement
• Reconcile Advancement’s monthly activity reports from Salesforce with reports in QuickBooks Online
• Create invoices for various Programs, Advancement, Community of Practice, and speaking engagements
• Monitor and follow-up on outstanding receivables
• Track cash flow
• Support preparation of audit materials

Operations

• Support maintenance of Human Resources Information System by uploading employee files and documents
• Provide logistical support for staff meetings and outings, including ordering food and providing materials for meetings
• Secure quotes and purchase office supplies and equipment, ensuring competitive pricing
• Oversee office space management, including furniture, supply closet, copier/printer, and kitchen
• Support additional administrative projects as needed

Additional Organization Responsibilities

• Adhere to organization policies and procedures for maintaining organizational culture and transparency, including use of regularly scheduled progress meetings with supervisor, team meetings, scheduling, e-mail and other communications platforms
• Serve as a steward and role model of YW Boston’s shared values in all interactions with colleagues
• Positively represent YW Boston and serve as an ambassador for our mission in all interactions with the public
• Support YW Boston advancement and business development through participation in education, outreach, cultivation, and stewardship efforts as directed by the Vice President of Advancement and/or the Vice President of Engagement
• Participate in organization events and perform additional tasks assigned by the supervisor and/or the President & CEO of YW Boston

Experience/Qualifications

• At least 1 year of experience relevant experience
• Demonstrated commitment to YW Boston’s mission to promote racial, gender and social equity
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with staff; possession of a high level of customer/client service and response
• Strong written and verbal communication skills
• Proven ability to handle confidential information with discretion
• Openness to learning and willingness to give and receive feedback
• Familiarity with Paychex or another payroll software system a plus
• Familiarity with QuickBooks Online, Asana, and Microsoft Teams a plus