Office Administration & Accounting Manager
The ACG is currently looking for a creative and highly organized individual who will help manage the office and do the bookkeeping. The ideal candidate is highly motivated to work on a variety of short- and long-term projects both independently and as part of a team.
The Office Administration and Accounting Manager will report directly to the President and will manage the office administration, accounting and payroll, and be involved with human resources. The person in this position will work closely with the President and Executive Vice President. Responsibilities include bi-monthly payroll, accounts payable, accounts receivable, monthly accounting reconciliations. Ideally, this position will also develop and implement HR strategies and coordinate HR issues with the management.
Key roles and responsibilities include but are not limited to:
- Manage daily office operations.
- Oversee and manage vendor relationships and office supplies (office supplies, copier, mail/postage).
- Develop and oversee office standard operating procedures.
- Accounting, including monthly bank reconciliation, year-end financial statements, tax preparation, and income and expense reports.
- Prepare balance sheets, profit and loss statements, and other financial reports/packages.
- Oversee and update on a daily basis the company’s financial data and ensure compliance with policies and procedures by maintaining accurate books within QuickBooks.
- Assist with annual financial audits.
- Assist the President in annual budget planning.
- Payment and cash management. (Process all accounts payable transactions including vendor bills and credit card charges, ensuring the accuracy of each bill and proper project and ledger coding.)
- Responsible for all insurance bindings and renewals (corporate liability, WC, project-specific insurance).
- Accounts Receivable duties include tracking receivables and deliverable status.
- Preparation and review of contracts.
- Payroll administration.
- Assist with human resources and maintaining employee records, processing PTO and comp time requests.
- Benefits administration – conduct new hire and exit interviews, ensuring employees understand their benefit coverages. Responsible for employee verification, unemployment, and disability claims.
- Ensure compliance with corporate policy, fair employment practices, and government regulations.
- Handle sensitive activities, documents, and records with a high level of confidentiality.
- Keep relevant files organized and updated.
- Three or more years of proven experience.
- Knowledge of Generally Accepted Accounting Principles (GAAP) and accounting practices including prior bookkeeping experience, performing accounts payable, payroll and general ledger duties. Working knowledge of automated accounting systems, such as QuickBooks.
- Conscientious, detail-oriented worker who is self-motivated; self-starter, proactive, and problem solver.
- Ability to juggle multiple priorities and rapidly changing needs
- Organized and meticulous, with proven ability to effectively handle multiple tasks and deadlines
- Must possess strong communication, interpersonal and organizational skills as well as the ability to multi-task, prioritize, meet deadlines and be a team player.
- Valid Work Permit for the USA.
- Native level command of English. (German language skills a plus.)
- Proficiency in MS Office Software (especially Excel).
- Proficiency in QuickBooks.
- Vaccination against COVID-19.
- Ability to work remotely temporarily due to COVID-19.
Ideal starting date: ASAP.
The salary for this full-time position is commensurate with experience. The American Council on Germany offers generous paid time off as well as health and 401K benefits. The American Council on Germany is an Equal Opportunity Employer.
To be considered, please submit a detailed cover letter (including salary requirements) and resume to firstname.lastname@example.org with “Office and Accounting Manager” in the subject line. Please confirm eligibility to work in the U.S. and Covid vaccination status. Candidates will be reviewed on a rolling basis until the position is filled. Due to the high volume of responses, we will only contact candidates of interest. No phone calls, please.
The American Council on Germany offers unpaid internships for the spring, summer, and fall for students who are interested in transatlantic affairs, specifically German-American relations. Internships at the ACG provide the opportunity to gain insight on the daily operations of a small nonprofit organization while having the possibility to participate in policy discussions with thought leaders from business, politics, media, and academia. Interns may be involved in membership outreach, fundraising, event planning, and providing research for various ongoing projects.
The ACG will work with students and their course load to coordinate a mutually agreeable schedule; however, interns must maintain a reliable and consistent schedule. Interns in the spring and fall semesters must complete a minimum of 10 hours per week, while those in the summer must make a minimum commitment of 20 hours per week. Internships are unpaid.
The internship duration and the corresponding deadlines are as follows:
Spring Semester (February – May)
Application Deadline: January 15
Summer Semester (May – August)
Application Deadline: March 15
Fall Semester (September – December)
Application Deadline: August 13
Interns’ duties may include but are not limited to:
- Assisting with event logistics for policy discussions, Warburg Chapters, and the McCloy Awards Dinner;
- Assisting with maintaining the internal database;
- Conducting online research for various projects;
- Assisting with communications, including researching and/or generating content for the ACG website, newsletter, and social-media sites; and
- Providing administrative support for membership, fellowships, conferences, and/or other projects.
The preferred applicant must:
- Be a self-starter and highly organized;
- Have an interest in Germany, Europe, transatlantic relations, international business, and/or international affairs;
- Have the ability to work with limited supervision;
- Be a highly motivated team player with excellent interpersonal skills; and
- Have a strong knowledge of Microsoft Office.
Experience in digital projects is desirable, and German language skills are a plus.
To apply, submit a current resume and cover letter outlining why you are applying for the internship and your availability to email@example.com.
Foreign nationals must be eligible for a J-1 visa and must cover the costs associated with obtaining the visa. If already in the U.S., they must be eligible to intern at a U.S. organization.
Internship Housing in New York City
While the ACG does not secure housing for interns, internship applicants are welcome to explore the following housing resources:
Educational Housing Services
EHS provides comfortable and secure residences and a comprehensive Student Life Program so students and interns can work while enjoying NYC.
Housing is available for students and interns during the academic and summer sessions. Must be 21 years or older to apply for housing during the academic year and 18 years or older for the summer session.
NYC Intern Housing
This website provides housing opportunities for undergraduate and graduate students, with furnished apartments in different locations around the city.
Women’s Residence Housing
The Webster Apartments offer an all-women’s residence for students and interns in NYC.
The New York YMCA provides guest housing in several locations around the city.
Columbia University Internship Housing
Summer housing is available for non-Columbia students participating in an internship or summer program in the metropolitan area over the summer.
The New School Internship Housing
New School housing offers a safe and convenient home base in New York City for all summer interns and college students, whether they are affiliated with The New School or with other colleges and universities.
NYU Internship Housing
NYU provides internship housing for students and other individuals during the summer term.