Finance Associate

Geraldine R. Dodge Foundation•Newark, NJ

2d•Hybrid

About The Position

The Geraldine R. Dodge Foundation is hiring a detail-oriented, reliable Finance Associate to manage day-to-day transactional financial operations. The role processes accounts payable and credit card expenses, sets up and tracks purchase orders, maintains vendor and grantee relationships, processes grant and discretionary payment disbursements, and owns configuration of BILL.com. The Finance Associate will also support back-end configuration of Salesforce, maintain grant payment records, reconcile financial accounts, and draft journal entries for approval. The position offers the opportunity to grow into advanced systems, budgeting, and reporting responsibilities as the finance team adds capacity. This is a full-time hybrid role based at the Foundation’s Newark, New Jersey office, with an expectation of three in-office days per week. Regular office hours are Monday through Friday, 9:00 AM–5:00 PM; specific in-office days are coordinated with the employee’s supervisor. The role reports to the Manager, Grants & Finance. The starting annual salary range is $75,000–$85,000, depending on experience.

Requirements

3–5 years of experience in accounts payable, bookkeeping, or a general finance/accounting role; nonprofit, foundation, or mission-driven organization experience is preferred.
Bachelor’s degree preferred in accounting, finance, business administration, or a related field, or equivalent professional experience.
Proficiency with accounting or financial software; Sage Intacct preferred.
Proficiency with an accounts payable automation and spend management platform; BILL preferred.
Proficiency with Microsoft Excel.
Strong attention to detail and accuracy in financial data entry, reconciliation, and reporting.
Ability to manage multiple deadlines and independently prioritize competing tasks.
Strong interpersonal and communication skills, including experience working with vendors, partner organizations, and internal stakeholders.
Discretion and professionalism when handling confidential financial information.
Commitment to the values and mission of the Geraldine R. Dodge Foundation.

Nice To Haves

Experience administering BILL and Sage Intacct.
Experience with Salesforce or similar grants/CRM systems administration.
Background in nonprofit or foundation finance and accounting.
Investment accounting experience.

Responsibilities

Process vendor invoices accurately and promptly, ensuring appropriate coding, approvals, and documentation.
Reconcile and process credit card expenses, verifying receipts and supporting documents for compliance with Foundation policy.
Maintain organized, current accounts payable records and vendor files.
Respond to vendor and staff questions about invoice and payment status.
Set up purchase orders and track open, closed, and outstanding POs.
Configure and maintain BILL, including budgets, approval rules, and purchase order configuration.
Administer BILL user access, workflows, and vendor payment configuration.
Serve as a primary contact for vendor billing and payment inquiries and communicate professionally and responsively.
Build and maintain positive working relationships with vendors, grantees, and partner organizations.
Support new-vendor onboarding by collecting required documentation, such as W-9s and ACH instructions, and maintaining the vendor master file.
Track and process grant payments and disbursements accurately and promptly.
Process discretionary grants and matching gifts.
Support Salesforce back-end configuration, including workflows, fields, and reporting structure, in coordination with the Manager, Grants & Finance.
Enter and maintain accurate grant payment records in Salesforce.
Regularly reconcile grants, accounts payable, prepaid expense, and related general ledger accounts, and resolve discrepancies promptly.
Draft journal entries and submit them for approval.