Administrative Assistant/ Bookkeeper

Bookkeeper/Administrative AssistantLocation: 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: FinancePosition SummaryWe 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 ResponsibilitiesFinancial Operations/ReportingReview and verify daily sales records, activity records, and credit card transactions; log all records into QuickbooksSupport accurate financial reporting related to inventory and cost of goodsAssist with reconciliations, documentation, and inventory-related reportingSupport month-end/year-end close and internal/external auditsFollow financial policies, internal controls, and approval workflowsOffice Administration/SupportGreet and welcome all guests, clients, and vendors professionally, determine the nature of their visit, and direct them to the appropriate personnelAnswer, screen, and route incoming phone calls on a multi-line switchboard system; take and distribute accurate messagesReceive, sort, and distribute daily mail, packages, and deliveries; manage outgoing mail and courier servicesMaintain a clean, organized, and professional reception area and meeting roomsMake bi-weekly visits to all CN business locations to collect correspondence, files, and other documentsAssist with general administrative tasks as neededInventory Management/VerificationConduct periodic physical inventory counts, including cycle counts and year-end inventory processesVerify physical inventory against system records and investigate discrepancies; monitor inventory variances, identify root causes, and recommend corrective actionsCollaborate with on-site managers to ensure accurate inventory tracking and accountabilitySupport inventory audits, cycle counts, and internal reviewsEnsure compliance with financial policies and regulatory requirements, including regulated industriesCollaboration/Cross-Functional SupportWork closely with Director of Finance, Director of Operations, and on-site leadership teamsProvide guidance to site-level staff on inventory procedures and best practicesCommunicate findings, risks, and recommendations clearly and professionallyQualificationsEducation/ExperienceAssociate’s degree in accounting, Finance, Business Administration, or a related field requiredAt least 2 years of experience in bookkeeping, financial operations, cost accounting, or a related fieldExperience supporting multi-location operations preferredExperience in regulated industries (manufacturing, retail, cannabis, or similar) a plusSkills/CompetenciesStrong understanding of bookkeeping, reconciliation methods, data entry, and financial reportingProficiency with ERP systems and Microsoft Excel requiredExcellent attention to detail and organizational skillsStrong communication and interpersonal abilitiesAbility to work independently and manage multiple prioritiesWillingness and ability to travel regularly between business locationsValid Driver’s License and clean driving record are requiredPhysical Requirements/Work EnvironmentWill require lifting and movement of inventory itemsWork performed in offices, warehouses, retail, and production environmentsMay require standing, walking, bending, and lifting during inventory counts