Remote Finance and Administration Manager Jobs

The Western New York Land Conservancy is an accredited, regional not-for-profit land trust that permanently protects land with significant conservation values in Western New York for the benefit of future generations. We envision a future in which forests, farms, meadows, and waterways are connected, cherished, and protected in Western New York. Our clean air, clean water, and fertile soils will equitably support the health and well-being of future generations of every living thing.

Position Title: Finance & Administration Assistant

Reports to: Finance & Administration Director

Employment Type: Full-time, non-exempt (1.0 FTE)

Location: based out of East Aurora office

Salary: $50,000-65,000 annually, commensurate with experience

Overview:

The Finance & Administration Assistant supports the financial and administrative operations of the Western New York Land Conservancy. Working closely with the Finance & Administration Director, this position assists with bookkeeping, financial recordkeeping, payroll processing, general administration, and office and facilities management.

The successful candidate will be an organized, detail-oriented, and dependable professional who enjoys a varied role and takes pride in keeping systems, records, and daily operations running smoothly. They will exercise good judgment, handle confidential information with discretion, and work collaboratively with colleagues across the organization.

Responsibilities:

Under the direction of the Finance & Administration Director, the Finance & Administration Assistant will:

Bookkeeping & Finance Support

• Assist the Finance & Administration Director with day-to-day bookkeeping, including accounts payable, accounts receivable, deposits, expense tracking, and financial data entry.
• Process vendor invoices, prepare payments, maintain vendor records, and respond to routine payment inquiries.
• Record and reconcile donations, grants, and other incoming funds in coordination with finance and development staff.
• Assist with tracking restricted and unrestricted funds, grant expenditures, project expenses, and departmental budgets.
• Reconcile bank and credit card transactions, investigate discrepancies, and assist with monthly account reconciliations.
• Review and organize staff expense reports, mileage reimbursements, credit card receipts, and supporting financial documentation.
• Provide payroll support, including collecting and reviewing timesheets, entering payroll information, maintaining payroll records, and coordinating payroll processing with the Finance & Administration Director and payroll provider, as applicable.
• Prepare routine financial reports, spreadsheets, and supporting schedules for management review.
• Assist with month-end and year-end financial close, annual audit preparation, and other financial reporting requirements.
• Maintain accurate, organized financial records and supporting documentation.
• Coordinate with external accountants, auditors, financial institutions, and vendors as needed.
• Help maintain and improve financial procedures, internal controls, and recordkeeping systems.

Administrative Support

• Provide administrative support to the Finance & Administration Director, Executive Director, and other staff, including scheduling, correspondence, document preparation, and data entry.
• Serve as a welcoming first point of contact for visitors, callers, and general inquiries, directing questions to appropriate staff.
• Receive, sort, distribute, and process incoming and outgoing mail and deliveries.
• Organize and maintain electronic and paper files, contracts, policies, organizational records, and other important documents.
• Assist with scheduling meetings, preparing agendas and materials, recording minutes, and distributing follow-up information for staff, board, and committee meetings.
• Support the preparation of board materials, reports, presentations, and other organizational documents.
• Assist with event logistics, meeting arrangements, mailings, and other activities that support organizational programs.
• Help track organizational registrations, insurance documentation, memberships, renewals, and compliance deadlines.
• Handle confidential financial, personnel, donor, and organizational information with discretion.

Office & Facilities Management

• Maintain an organized, clean, safe, and functional office environment.
• Monitor office supplies and equipment, maintain inventory, and coordinate purchases, repairs, and replacements.
• Coordinate routine office services, including cleaning, maintenance, building repairs, and vendor services.
• Serve as a point of contact for the organization’s landlord, service providers, and office-related contractors, as appropriate.
• Maintain records of office equipment, technology, software subscriptions, licenses, and service agreements.
• Assist with basic office technology troubleshooting and coordinate with IT support providers as needed.
• Help manage office access, keys, equipment, and other logistical needs.
• Monitor office-related expenses and identify opportunities to use organizational resources efficiently.
• Maintain office procedures, emergency information, and other operational documentation.
• Identify opportunities to improve office systems and streamline administrative processes.

General Organizational Support

• Collaborate with colleagues across departments to support effective organizational operations.
• Provide additional administrative and operational support during busy periods, special projects, and organizational events.
• Participate in staff meetings and contribute ideas for improving internal systems, communication, and coordination.
• Perform other related duties as needed to support WNYLC’s mission.

Qualifications

Required

• Experience in bookkeeping, accounting support, office administration, or a related field.
• Familiarity with basic accounting principles, financial documentation, and routine bookkeeping procedures.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook, or comparable productivity tools.
• Experience utilizing accounting software, Aplos experience a plus
• Strong written and verbal communication skills.
• Ability to manage multiple responsibilities, prioritize tasks, meet deadlines, and work both independently and collaboratively.
• Good judgment and the ability to maintain confidentiality when handling sensitive information.
• A proactive, service-oriented approach to problem-solving and willingness to learn new systems and procedures.

Preferred

• Experience with nonprofit bookkeeping or financial administration including accounts payable and receivable, bank reconciliations, payroll support, or expense processing.
• Experience with donor databases, grant records, or restricted-fund accounting.
• Experience coordinating office facilities, vendors, equipment, or technology support.
• Relevant education or coursework in accounting, business administration, finance, or a related field, or an equivalent combination of education and experience.
• An interest in land conservation, environmental protection, or the nonprofit sector.

Benefits

The Land Conservancy offers competitive and progressive benefits including but not limited to: • Comprehensive health coverage • Generous paid leave • 37.5-hour work week • 401k retirement plan with up to 4% employer match • Paid sabbatical leave of up to two months after every seven years of employment •Flexible schedule including some work from home

To Apply

Please submit a single PDF that includes a cover letter, resume, and two references with “Finance & Administration Assistant” in the subject to jobs@wnylc.org. Applications are only accepted electronically. No phone calls, please. Review of applications begins November 20, 2026. The WNY Land Conservancy is accepting applications until the position is filled.

The WNY Land Conservancy is an equal-opportunity employer and is committed to enhancing diversity and inclusion in our organization and in land conservation. Multiple perspectives and experiences help strengthen our work as an organization and enhance our relevance throughout communities currently underrepresented in the land conservation sector. People of color, women, LGBTQIA+ individuals, and people with disabilities are encouraged to apply.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid sick time
• Paid time off

Work Location: In person