Finance & Compliance Coordinator

Columbia County Sanctuary•Town of Greenport, NY

3d•Hybrid

About The Position

The Finance and Compliance Coordinator will work closely with the Co-Executive Directors, finance team, and program staff to safeguard CCSM’s funding by ensuring that timesheets, mileage logs, and payroll documentation are accurate, complete, and translated into audit-ready and voucher-ready packages on time, every time. CCSM is building a representative staff that contributes to leadership development within our community. We will provide training and mentorship to applicants who we believe would be a strong addition to our team but do not have all of the qualifications below.

Requirements

Commitment to CCSM’s mission, immigrant communities, and principles of collective liberation
Experience with timesheets or grant vouchering, preferably in a nonprofit setting preferred
Excellent attention to detail and comfort working with detailed, repetitive documentation under deadline pressure
Strong organizational skills, including the ability to track multiple submission deadlines across different funders simultaneously
Comfort working with spreadsheets and documentation systems
Strong interpersonal skills and the ability to follow up with staff persistently and respectfully to close documentation gaps
Knowledge of public funding and government grant reporting/vouchering requirements a plus
Bilingualism (English / Spanish) a plus
Willingness to work in both a remote and in-person setting
Take feedback well and have a learning mindset
Directly impacted by or experience with immigration system preferred

Responsibilities

Run the monthly timesheet process across all grant-coded staff timesheets, flagging discrepancies, missing entries, and misallocated hours before vouchering
Manage the e-signature workflow for timesheet approvals, including supervisor routing and follow-up on outstanding signatures
Maintain grant coding accuracy on staff timesheets, working with supervisors to reclassify or correct entries as grant requirements shift
Review staff mileage logs to ensure entries are accurate and have required supporting documentation
Prepare payments for vendors and staff reimbursements
Assemble complete voucher packages (timesheets, mileage, receipts, and supporting documentation) for submission to grantors on a recurring schedule, ensuring packages meet each funder’s specific formatting and documentation requirements
Submit vouchers directly to funders and track submission status, follow-up requests, and resubmissions through to resolution
Prepare documentation packages for independent reviews, audits, and funder site visits, working closely with CCSM’s outside accountants
Maintain an audit trail and filing system for all timesheets, mileage, and voucher documentation, organized for quick retrieval during reviews
Flag documentation gaps or compliance risks to the Co-Executive Directors before they become reporting problems
Support with creating budgetary documents for funding proposals and reports
Maintain and refine the timesheet and voucher workflows, including templates, naming conventions, and routing systems
Work with the finance team to keep grant coding, timesheet allocations, and voucher records consistent across systems
Improve infrastructure to integrate grant deliverable tracking with financial systems with the Grants Manager
With support from Co-EDs, maintain proper state and federal compliance documentation for grants
Maintain reference materials documenting each funder’s specific voucher and documentation requirements for public and private funding
Prepare quarterly internal reports on grant deliverables, time allocation, and current spending
Participate in monthly staff meetings and coordinating committee meetings
Other duties as assigned