Finance and Admin Programs Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

8 days ago Requisition

WeGo Public Transit is seeking a highly skilled and professional Finance & Administration Programs Coordinator to provide comprehensive support to the office of the Deputy CEO, Finance & Administration. This role will serve as the personal assistant and primary coordinator for the office of the Deputy CEO, Finance & Administration, and will also deliver executive-level assistance to the Director of Finance and Director of Grants Management & Compliance.

The ideal candidate will possess remarkable organizational skills with a focus on cross departmental collaboration, discretion, and a dedication to excellence in all facets of their responsibilities.

• Act as personal assistant and primary point of contact for the Deputy CEO, Finance & Administration and provide executive support to reporting directors
• Manage WeGo’s purchase card program, including coordinating all monthly reconciliations and submissions for payment, and departmental purchase card reconciliation and submission for payment
• Manage WeGo’s Concur platform from implementation and user training through ongoing administration, and support other enterprise-wide software implementation projects as assigned
• Coordinate cross-functional project initiatives, tracking milestones through implementation
• Manage other special projects and programs assigned, and represent the Deputy CEO at meetings as needed
• Manage office calendars, meetings, events, and communications; monitor and flag action items and key deadlines.
• Manage travel arrangements, office car bookings, expense reports, and other logistical support as assigned
• Coordinate internal project teams, staff meetings, and external consultant meetings
• Take, revise, and distribute meeting minutes, and follow up on action items
• Coordinate communication and information flow across departments
• Support annual insurance renewal process
• Reconcile bank statements and financial records (e.g., pension, 401K) for accuracy
• Perform weekly review of check packets for accuracy and route/facilitate for signature
• Prepare requisitions for signature and payment, and facilitate invoice approvals
• Process accounts payable and receivable, including vendor invoices and client payments
• Support financial audits, internal reviews, and compliance with financial policies
• Prepare and file required financial reports with regulatory authorities
• Monitor program expenditures, track variances, and ensure spending aligns with approved budgets
• Maintain financial records, databases, and general ledger integrity
• Identify financial discrepancies and recommend corrective actions
• Process agency wide email notices and circulate documents for signature; track items pending renewal or board approval
• Prepare presentations, briefings, memoranda, and reports for internal and external stakeholders
• Develop, document, and maintain departmental SOPs, and partner with leadership to identify operational efficiencies and drive continuous process improvement
• Serve as back-up for other executive assistants, including Board meeting support
• Serve as departmental representative on the Engagement Committee, supporting employee engagement activities and events

• Discretion and sound judgment in handling confidential and sensitive information
• Strong organizational skills with the ability to anticipate needs and adapt to shifting executive priorities
• Proficiency with travel and expense platforms (e.g., Concur) and purchase card reconciliation procedures
• Knowledge of accounts payable/receivable processes and general ledger principles
• Ability to contribute to process improvement and administrative procedure development
• Interpersonal skills for representing leadership and engaging with committees, staff, and external stakeholders
• Document management skills, including signature routing and tracking renewal/approval status
• Bank reconciliation and financial recordkeeping accuracy
• Cross-departmental coordination and information-sharing skills
• Analytical…