Administrative Assistant/ Bookkeeper

Cayuga Nation of Indians•Geneva, NY

22h•Onsite

About The Position

The Bookkeeper/Administrative Assistant is primarily based at the Cayuga Nation Administrative Office in Geneva, New York, and travels to enterprise business locations in Seneca Falls and Union Springs to verify physical inventory, work with on-site teams, and support accurate financial reporting. The role supports financial operations across the Nation’s non-gaming enterprises, including manufacturing, retail, and regulated cannabis operations, with a primary focus on day-to-day financial data and record-keeping. The position maintains financial reports, records, and general ledgers, including account reconciliations. It also supports office administration, inventory management and verification, and cross-functional coordination with finance, operations, and site-level leadership. Regular travel between business locations is required.

Requirements

Associate’s degree in accounting, finance, business administration, or a related field.
At least 2 years of experience in bookkeeping, financial operations, cost accounting, or a related field.
Strong understanding of bookkeeping, reconciliation methods, data entry, and financial reporting.
Proficiency with ERP systems and Microsoft Excel.
Excellent attention to detail and organizational skills.
Strong communication and interpersonal abilities.
Ability to work independently and manage multiple priorities.
Willingness and ability to travel regularly between business locations.
Valid driver’s license and clean driving record.
Ability to lift and move inventory items; standing, walking, bending, and lifting may be required during inventory counts.

Nice To Haves

Experience supporting multi-location operations.
Experience in regulated industries such as manufacturing, retail, or cannabis.

Responsibilities

Review and verify daily sales records, activity records, and credit card transactions, and log records into QuickBooks.
Support accurate financial reporting related to inventory and cost of goods.
Assist with reconciliations, documentation, and inventory-related reporting.
Support month-end and year-end close processes and internal and external audits.
Follow financial policies, internal controls, and approval workflows.
Greet guests, clients, and vendors professionally; determine the nature of their visit and direct them to appropriate personnel.
Answer, screen, and route incoming calls on a multi-line switchboard; take and distribute accurate messages.
Receive, sort, and distribute mail, packages, and deliveries; manage outgoing mail and courier services.
Maintain a clean, organized, and professional reception area and meeting rooms.
Visit all Cayuga Nation business locations bi-weekly to collect correspondence, files, and other documents.
Assist with general administrative tasks as needed.
Conduct periodic physical inventory counts, including cycle counts and year-end inventory processes.
Verify physical inventory against system records, investigate discrepancies, monitor variances, identify root causes, and recommend corrective actions.
Collaborate with on-site managers to support accurate inventory tracking and accountability.
Support inventory audits, cycle counts, and internal reviews.
Ensure compliance with financial policies and regulatory requirements, including those applicable to regulated industries.
Work closely with the Director of Finance, Director of Operations, and on-site leadership teams.
Provide site-level staff guidance on inventory procedures and best practices.
Communicate findings, risks, and recommendations clearly and professionally.