Finance and Operations Administrative Coordinator

Misssey•Oakland, CA

2d•Onsite

About The Position

MISSSEY prevents sexual exploitation of girls and gender-expansive youth, supports those experiencing it to exit, and partners with survivors to heal, rebuild, and live free from harmful relationships. As an organization, we value healing, youth voice, integrity, and relationships. Our service model is focused on healing through trauma-informed, survivor-centered, and youth-focused approaches. We recognize the crucial voices of survivors in facilitating healing in victims of commercial sexual exploitation and the value of young people empowering other young people. Our work with youth is a partnership, helping them transition from victim to survivor to leader, encouraging their long-term stability and success in whatever path they choose. MISSSEY believes that with the right opportunities and support, youth can overcome the circumstances of their exploitation and thrive. For more information about MISSSEY, please go to our website at www.misssey.org .

Requirements

Minimum of three (3) years of experience providing bookkeeping, finance, and administrative support in a nonprofit organization.
Highly organized with exceptional attention to detail and strong systems management skills.
Demonstrated ability to manage multiple priorities, meet deadlines, and follow through on assignments with accuracy and consistency.
Proven ability to work independently, exercise sound judgment, and proactively identify and resolve routine administrative and operational issues.
Demonstrated ability to receive direction, incorporate feedback, and work collaboratively within established organizational policies, procedures, and supervisory guidance.
Strong discretion and ability to maintain confidentiality when handling sensitive financial, personnel, and organizational information.
Advanced proficiency in Microsoft Excel, Google Sheets, and Google Workspace.
Experience using financial management systems; experience with SAGE Intacct preferred.
Occasional lifting of up to 50 lbs
Daily computer use, including extended typing
Ability to communicate verbally in person and by phone
Ability to stand for at least 20 minutes at a time
Current driver’s license, reliable transportation, and proof of insurance
Criminal background check including fingerprint clearance
TB clearance

Nice To Haves

Experience using Bill.com and PEX (pex.com) for accounts payable and expense management.
Experience working in organizations serving African American cisgender, transgender, and non-binary women and girls.
Commitment to supporting young people through healing-centered, survivor-informed, and trauma-informed practices.

Responsibilities

Process accounts payable documentation and prepare payment requests for approval by the Finance & Operations Director in accordance with organizational internal controls.
Administer the PEX card program, including card issuance, receipt collection, transaction monitoring, and reconciliation.
Prepare monthly reconciliations for review and approval by the Finance & Administration Director.
Data management in SAGE Intacct
Prepare deposit logs and coordinate bank deposits
Support month-end and year-end closing activities by providing required documentation to the Finance & Administration Director and external accounting consultants.
Assist with grant billing and reimbursement requests by compiling supporting documentation and ensuring proper grant coding.
Assist with annual audits, financial reviews, and funder monitoring visits by preparing financial records and supporting documentation.
Monitor budget line expenditures and accounts and identify discrepancies or unusual transactions for management review
Track vendor pricing and financial documentation
Coordinate with MISSSEY's external accounting firm, Armanino, to provide requested documentation, respond to information requests, and participate in recurring financial coordination meetings.
Create check requests for incoming bills and invoices and submit to Finance & Administration Director with coversheet weekly
Ensure all reimbursement forms have appropriate documentation and receipts attached
Provide administrative and operational support to strengthen organizational efficiency and effective office operations.
Maintain complete, accurate, and well-organized financial, operational, and compliance records.
Administer electronic and physical document management systems, ensuring records are current, secure, and easily accessible.
Serve as the primary administrative liaison with vendors, service providers, landlords, and IT partners for contracts, billing, payments, and routine operational matters.
Coordinate the vendor onboarding process and maintain complete vendor files, including W-9s, contracts, insurance certificates, and payment documentation.
Identify opportunities to improve administrative workflows and document standardized operating procedures that support organizational consistency and accountability.
Train staff on operational and financial procedures, including: PEX card usage and monthly reconciliation, Expense documentation and reimbursement requirements, Provide ongoing guidance related to financial processes
Provide administrative support to the Finance and Operations team
Support the Finance and Operations team with reporting and coordination
Handle sensitive information in a confidential manner
Participate in supervision, staff meetings, and trainings
Collaborate with the MISSSEY team on organization-wide initiatives
Other duties as assigned