Job Abstract

The Association of American Railroads (AAR), the worlds leading railroad policy, research, standard-setting, and technology organization, is focused on enhancing the safety and productivity of the U.S. freight rail industry.

Within the Finance & Administration (F&A) division, this role supports the centralized functions of accounting, finance, information systems, and human resources. Reports to the CFO, SVP, Finance & Administration, and supports the financial and human resources areas. ?General responsibilities cover various complex administrative and financial areas crucial to the proper function of the association. The ideal candidate is proactive, adept at multitasking, keenly detail-oriented, and thrives in a collaborative team setting.

This position reports to the CFO and Senior Vice President, Finance & Administration and supports the F&A division.

Specific responsibilities are described below.

• Support the SVP/CFO in scheduling and maintaining the department project calendar and tracking other special projects deemed appropriate by the SVP/CFO

Finance

• Providing support to the Assistant Controller in the area of member dues assessments; specifically, this involves preparation and maintenance of files and records for regular and special assessments, including outreach to the members requesting annual information, verifying that information, the mid-year data collection effort, invoicing member railroads, and annual rate calculation

• Preparing and maintaining a master correspondence file for the annual Research Tax Credit notifications to membership

• Assists with preparing annual budget documents, basic financial reports (with guidance), spreadsheet development and roll forward, updating information and presentations, as necessary

• Assists with the annual Railroad Accounting Officers and Insurance Managers meetings

• Maintaining AAR Internal content via Teams (All Aboard) and SharePoint

• Responsible for keeping the AAR internal content current and working with Communications and other departmental SMEs to make it a more effective medium

• Assists AVP Finance & Controller and Senior Accountant with processing weekly ACH payments

Facilities

• Manage furniture purchases, office moves, furniture repair and disposal, carpet cleaning, and replacement of fixtures and appliances. Assist with inventory of fixed assets

• Process invoices and ensure timely payments to vendors

• Managing internal building operations through communications with the building management team

• Responsible for administering the records management account with Iron Mountain

• Assist in implementing administrative procedures required to support the delivery of the AARs full package of fringe benefits to AAR employees, including medical and dental insurance, disability insurance, life and AD&D insurance, supplemental life and disability insurance, flexible spending accounts and long-term care insurance
  

• Assist in managing AAR group insurance plans, ensuring participant enrollment lists are current and monthly invoices are submitted for payment, including the under-65 retiree medical coverage, determining eligibility, preparation of invoicing information for accounting, and enrollment

• Administer the retiree life insurance census, updating eligibility information, processing monthly invoices, and initiating claim forms for payment to the beneficiaries of the plan, including obtaining death certificates and other required information from the beneficiaries and filing the claim with the provider

• Administer the AARs quarterly medical waiver bonus plan for employees electing to waive insurance coverage

• Administer AARs quarterly reimbursement of expenses for employees participating in wellness-related activities.

• Assist with the onboarding of new hires

Minimum Qualifications

• Minimum of 3 years of administrative experience
• Previous experience supporting finance, accounting, operations, or human resources.
• Experience reporting to or directly supporting Finance/Accounting leader (e.g., CFO) highly valued
• Demonstrated ability to maintain confidentiality with access to sensitive information, including but not limited to personnel reports, payroll processing, and other related matters
• Excellent communication and interpersonal skills, with the ability to work independently and take initiative
• Strong analytical, organizational, and time management skills, with a proven ability to prioritize and manage multiple tasks simultaneously and effectively
• Highly organized and detail-oriented
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• An enthusiastic approach to taking on expanded responsibilities and pursuing continuous learning and professional growth
• Salary will be commensurate with experience