Job Title: Bookkeeper/Administrative Assistant
Location: Geneva, NY (Cayuga Nation Administrative Office)
Travel: 15-20% to enterprise business locations in Seneca Falls and Union Springs
Reports To: Director of Finance
Department: Finance
Position Summary
We are seeking a motivated, detail-oriented Bookkeeper/Administrative Assistant to join our Finance team. This role is primarily based at the Geneva, NY Cayuga Nation Administrative Office and requires travel to Cayuga Nation Enterprise locations in Seneca Falls, NY and Union Springs, NY to verify physical inventory, collaborate with on-site teams, and ensure accurate financial reporting.
This position supports financial operations across the Nation's non-gaming enterprises, including manufacturing, retail, and regulated cannabis operations. The primary focus of this position is assisting with the management of CNE day-to-day financial data and record-keeping. This includes maintaining financial reports, records, and general ledgers by performing account reconciliations. The ideal candidate brings a strong understanding of bookkeeping, data entry, inventory controls, financial operations, and compliance, with the ability to work cross-functionally in multi-site environments.
Key Responsibilities:
Financial Operations/Reporting
- Review and verify daily sales records, activity records, and credit card transactions; log all 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/year-end close and internal/external audits
- Follow financial policies, internal controls, and approval workflows
Office Administration/Support
- Greet and welcome all guests, clients, and vendors professionally, determine the nature of their visit, and direct them to the appropriate personnel
- Answer, screen, and route incoming phone calls on a multi-line switchboard system; take and distribute accurate messages
- Receive, sort, and distribute daily mail, packages, and deliveries; manage outgoing mail and courier services
- Maintain a clean, organized, and professional reception area and meeting rooms
- Make bi-weekly visits to all CN business locations to collect correspondence, files, and other documents
- Assist with general administrative tasks as needed
Inventory Management/Verification
- Conduct periodic physical inventory counts, including cycle counts and year-end inventory processes
- Verify physical inventory against system records and investigate discrepancies; monitor inventory variances, identify root causes, and recommend corrective actions
- Collaborate with on-site managers to ensure accurate inventory tracking and accountability
- Support inventory audits, cycle counts, and internal reviews
- Ensure compliance with financial policies and regulatory requirements, including regulated industries
Collaboration/Cross-Functional Support
- Work closely with Director of Finance, Director of Operations, and on-site leadership teams
- Provide guidance to site-level staff on inventory procedures and best practices
- Communicate findings, risks, and recommendations clearly and professionally
Qualifications:
Education/Experience
- Associate's degree in accounting, Finance, Business Administration, or a related field required
- At least 2 years of experience in bookkeeping, financial operations, cost accounting, or a related field
- Experience supporting multi-location operations preferred
- Experience in regulated industries (manufacturing, retail, cannabis, or similar) a plus
Skills/Competencies
- Strong understanding of bookkeeping, reconciliation methods, data entry, and financial reporting
- Proficiency with ERP systems and Microsoft Excel required
- 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 are required
Physical Requirements/Work Environment
- Will require lifting and movement of inventory items
- Work performed in offices, warehouses, retail, and production environments
- May require standing, walking, bending, and lifting during inventory counts