ACCOUNTING & OPERATIONS ASSOCIATE

Overview
Want to put your accounting skills to work supporting New York's farmers and food systems? The New York Farm Viability Institute (NYFVI) is hiring an Accounting & Operations Associate to handle the financial work behind the competitive grant programs that have supported NY agriculture for more than 20 years, with a smaller portion of time dedicated to keeping our small, remote team running smoothly.

This role is designed for an early-career accounting professional with 2–4 years of experience who is ready to take on substantive responsibility with strong support around them. You will spend most of your time (approximately 80%) on accounting and grant financial management, working directly with our Financial Manager day-to-day with strategic guidance from the Executive Director and access to our outside accounting consultant for technical questions. The remaining portion of your time (approximately 20%) will go toward operations and administrative coordination that helps our small, fully remote team run smoothly.

Responsibilities

Accounting and Grants Financial Management (approximately 80% of role)

• Assist with maintaining accurate accounting records in QuickBooks for NYFVI's general operations and individual grant programs.
• Track grant expenditures against approved budgets and funder requirements.
• Review and process expenditure claims, invoices, and contract payments for accuracy, eligibility, and adequate supporting documentation.
• Prepare bi-weekly payroll data for submission to Paychex for review and approval by the Executive Director; reconcile payroll reports and related general ledger entries.
• Perform monthly bank reconciliations, account reconciliations, and journal entries under the direction of the Financial Manager.
• Assist with the preparation of financial reports for the Board, funders, and external auditors.
• Support annual audit, 990 preparation, and year-end close in coordination with the Financial Manager and external accounting consultant.
• Help maintain internal financial controls and recommend process improvements where appropriate.

Operations Support (approximately 20% of role)

• Maintain vendor relationships and service agreements for office equipment and technology; ensure scheduled maintenance and renewals are completed on time.
• Maintain NYFVI's master calendar of Institute meetings, deadlines, and events.
• Prepare Board agenda packets and assist the Executive Director with meeting logistics.
• Provide periodic administrative support to the Executive Director, Deputy Director, and Financial Manager (e.g., drafting correspondence, coordinating travel, supporting onboard logistics for new staff).
• Help maintain an organized document management and filing system, including secure handling of financial records.

You Might Be a Great Fit If You…

• Are detail-oriented and take pride in accurate, well-documented financial work.
• Enjoy structure and routine but can pivot when a Board packet needs to go out tomorrow.
• Communicate clearly and professionally with colleagues, vendors, and outside partners.
• Want mentorship from an experienced Financial Manager and Executive Director.
• Care about agriculture, food systems, or rural communities and want your work to reflect that.

Pay: $64,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Tuition reimbursement
• Vision insurance
• Work from home

Application Question(s):

• What interests you about supporting New York State agriculture, food systems, or NYFVI's mission?

Do you currently live in New York State? (This role requires a New York State home base.)

Are you comfortable using Excel for pivot tables, lookups, and formulas such as SUMIF and IF?

Do you have experience preparing payroll, particularly using Paychex?

Work Location: Hybrid remote in Syracuse, NY 13209