Key Responsibilities
Financial Management and Reporting
Maintain accurate financial records, including the general ledger, accounts payable, accounts receivable, cash activity, and supporting schedules.
Prepare monthly, quarterly, and annual financial statements and internal financial reports for the Director of Operations, Executive Director, Board of Directors, auditors, grantors, and other stakeholders.
Conduct monthly reconciliations of bank accounts, credit cards, investment accounts, payment platforms, and other financial records.
Monitor cash flow and liquidity to ensure sufficient funds for payroll, operations, and financial assistance obligations.
Prepare journal entries, review transaction coding, and support month-end and year-end close activities with complete and audit-ready documentation.
Identify discrepancies, missing documentation, duplicate transactions, unusual activity, or coding errors and resolve or escalate them appropriately.
Maintain strong internal controls and documentation standards to promote financial accuracy, accountability, and compliance.
Accounts Payable, Disbursements, and Expense Administration
Oversee and execute accounts payable functions, including invoice review, coding, approvals, check runs, ACH payments, electronic payments, and vendor disbursements.
Process organizational expenses accurately and in accordance with approved budgets, internal controls, and documentation requirements.
Review employee expense reports, receipts, and supporting documentation for policy compliance, accuracy, and approval completeness.
Maintain vendor files, W-9s, account records, payment histories, and supporting documentation.
Support year-end finance administration, including preparation of 1099-related documentation and other required schedules.
Financial Assistance Payment Administration
Process and manage a high volume of financial assistance payments on behalf of approved clients, including checks, ACH payments, and electronic disbursements.
Issue payments to landlords, utility providers, insurance providers, transportation vendors, financial institutions, mortgage servicers, where applicable, and other approved payees in a timely and accurate manner.
Verify client information, payee details, invoices, account numbers, mailing information, approvals, and supporting documentation before releasing payments.
Ensure all financial assistance disbursements comply with organizational guidelines, internal approval requirements, funding restrictions, and documentation standards.
Maintain precise, audit-ready records of financial assistance payments and related supporting materials.
Coordinate closely with program staff to clarify approvals, resolve missing information, prevent avoidable delays, and track payment status through completion.
Monitor assistance payment workflows and identify opportunities to improve speed, accuracy, and accountability.
Revenue, Deposits, Donation Processing, and Gift Reconciliation
Receive, record, and process incoming revenue, including checks, online donations, electronic transfers, grant payments, donor-advised fund gifts, workplace giving receipts, and other contributed revenue.
Prepare bank deposits and maintain complete supporting documentation for all receipts and deposit activity.
Record gifts in the appropriate accounting and donor-related systems, ensuring consistency between financial records and donor database entries.
Reconcile cash receipts, deposits, online giving activity, fundraising platform records, donor systems, and bank statements.
Track restricted and unrestricted gifts accurately and code revenue in accordance with donor intent, campaign designation, event source, and grant restrictions.
Coordinate with development staff to resolve gift discrepancies, duplicate entries, unclear donor designations, missing donorinformation, or posting errors.
Prepare gift reports, revenue summaries, reconciliation schedules, and supporting documentation for leadership, board reporting, audit support, and fundraising reconciliation.
Support accurate gift acknowledgment workflows by ensuring donation data is entered, tracked, and documented correctly.
Record and track in-kind goods and services in the appropriate accounting and donor-related systems, ensuring consistency between financial records and supporting donor documentation.
Reconcile in-kind contributions with donor records, program documentation, and applicable reporting requirements to ensure accurate classification, valuation, and audit-ready support.
Accounts Receivable and Billing Support
Support accounts receivable functions, including invoice preparation, billing documentation, account statements, and payment posting.
Track outstanding receivables and follow up on open balances, discrepancies, missing remittance information, or payment status questions as appropriate.
Maintain complete receivable documentation and reconciliation trails for audit and reporting purposes.
Budgeting, Forecasting, and Financial Planning
Assist the Director of Operations and Executive Director in developing the annual operating budget.
Provide budget-to-actual reporting, variance analysis, and financial forecasts to support planning and decision-making.
Collaborate with leadership and relevant staff to monitor departmental, programmatic, and grant-related spending.
Support the financial planning needed to sustain organizational growth and operational effectiveness.
Grant Management and Restricted Fund Reporting
Track grant income and expenses to ensure proper allocation of funds and adherence to grant guidelines.
Monitor restricted funding, donor-restricted gifts, in-kind support, and designated revenue for compliance and accurate reporting.
Prepare financial reports and supporting schedules for grantors, donors, leadership, and auditors, demonstrating transparency and accountability in the use of funds.
Payroll, Benefits, and Finance Administration
Process payroll accurately and on time using internal systems, ensuring compliance with federal, state, and local requirements.
Oversee payroll-related documentation and reconciliations.
Administer employee benefits-related accounting processes, including retirement contributions, health insurance deductions, and related reconciliations.
Support tax documentation, routine filings support, finance correspondence, and other accounting administration tasks as needed.
Compliance, Audit, Procurement, and Operational Support
Ensure compliance with federal, state, and local regulations, including nonprofit accounting standards, IRS requirements, and organizational financial policies.
Coordinate the annual audit process, prepare schedules, and pro
