Fiscal Coordinator

Grand St Settlement Inc.•New York, NY

3d•$70,000 - $80,000•Onsite

About The Position

Grand Street Settlement is a 109+ year-old non-profit organization planning our legacy for the next 100 years. We have provided social services to low-income New Yorkers since our founding in 1916. We are now a $60M a year organization and are looking for a Finance Coordinator to join our in-house finance team. The Fiscal Coordinator supports Grand Street Settlement’s mission by coordinating accounts payable, purchasing, and vendor administration. Working closely with program staff and Grand Street Settlement’s outsourced accounting team, the coordinator helps ensure financial transactions are accurate, properly documented, and processed on time. The position also supports program expenditure tracking, financial reporting, audit preparation, and backup payroll activities. The successful candidate is organized, detail-oriented, and service-focused, with strong follow-through and the ability to build constructive relationships with vendors and colleagues.

Requirements

Bachelor’s degree in accounting, finance, business administration, or a related field.
At least three years of experience in accounts payable, bookkeeping, or finance operations.
Experience processing a high volume of accounts payable transactions.
Experience tracking expenditures against approved budgets and reviewing expense coding.
Working knowledge of accounts payable procedures, approval workflows, and internal controls.
Proficiency with Excel and Microsoft Office.
Experience using accounting or financial transaction systems.

Nice To Haves

Experience in a nonprofit or grant-funded organization.
Familiarity with BILL (Bill.com), Sage Intacct, ADP, or comparable systems.
Experience supporting procurement, vendor administration, payroll processing, or audit preparation.

Responsibilities

Coordinate the accounts payable process from invoice receipt through payment, working within established approval procedures.
Review invoices for completeness, appropriate approvals, accurate expense coding, and supporting documentation.
Upload invoices into BILL (Bill.com) and coordinate payment processing with the outsourced accounting team.
Track invoice and payment status, follow up on missing information, and flag delays or payment timing concerns to the Senior Director of Finance & Administration.
Respond to vendor inquiries about invoices, payment status, remittances, and account balances.
Resolve invoice discrepancies and coding issues in collaboration with program staff, vendors, and the outsourced accounting team.
Maintain vendor records, including W-9 forms, insurance certificates, applicable minority- and women-owned business enterprise (MWBE) documentation, and information needed for annual 1099 reporting.
Coordinate purchasing procedures in accordance with organizational policies and applicable funder requirements.
Support vendor onboarding and maintain procurement documentation.
Review purchasing requests for required approvals and documentation and follow up with staff to address missing information.
Help program teams understand purchasing procedures and documentation requirements.
Track recurring service contracts, including utilities, copiers, maintenance agreements, and other operational services.
Monitor contract renewal dates and support vendor evaluations.
Review purchasing activity and recommend opportunities for cost savings and improved vendor service.
Help program managers track other-than-personnel-services (OTPS) expenditures against approved budgets and flag potential discrepancies or overspending.
Support administrative and fiscal activities associated with government contracts in collaboration with program staff, the Senior Director of Finance & Administration, and the outsourced accounting team.
Support the SDFA in monitoring the finance and accounting outsourced service provider by maintaining fiscal records, tracking outstanding items, and following up on requested documentation.
Help track contract expenditures against approved budgets and bring discrepancies or potential overspending to the SDFA’s attention.
Coordinate with the outsourced accounting team and internal managers to provide documentation, track accounts payable processing, and resolve transaction issues.
Maintain and archive monthly read-only copies of the general ledger.
Provide documentation and administrative support for month-end close activities.
Assist with internal financial reports and schedules.
Compile records and supporting documentation for audits, grant reporting, funder requests, and year-end activities.
Identify opportunities to simplify workflows, improve documentation, and strengthen adherence to established financial procedures and internal controls.
Gather supporting records for contract monitoring, audits, and other documentation requests.
Provide backup support to the Payroll Manager during payroll processing cycles and periods of increased workload, following established procedures.
Assist with payroll-related reporting and documentation.
Maintain organized financial records and shared electronic filing systems.
Provide administrative support to the Senior Director of Finance & Administration and assist with special finance projects.
Communicate clearly across departments, follow up tactfully on outstanding items, and help staff meet financial documentation and approval requirements.