Finance & Operations Manager

Vital Communities•White River Junction, VT

2d•Hybrid

About The Position

Vital Communities is hiring a full-time, salaried exempt Finance & Operations Manager for a 35-hour workweek. Reporting to the Executive Director, this position works with staff and contractors to support the financial and operational systems that enable the organization to advance its mission. The role coordinates routine financial processes, grant-related reporting and documentation, staff-facing financial support, risk management, technology, and organizational operations. It also requires understanding complex funding streams across multiple program areas and projects, including fully and partially restricted funds from foundations, government grants, businesses, and individual donors. The organization describes its workplace as flexible and collaborative, with a strong expectation of accountability, autonomy, and initiative. The position is hybrid and requires the ability to come to the office in White River Junction, Vermont, as necessary.

Requirements

Experience supporting nonprofit financial operations, accounting workflows, budget tracking, and financial reporting.
Ability to accurately manage detailed financial records, deadlines, grant documentation, and confidential information.
Experience with requirements gathering and evidence-based process improvement.
Facility with accounting, payroll, expense-management, and office technology systems, and ability to learn new platforms.
Strong organizational skills and ability to coordinate multiple priorities across teams.
Clear written and verbal communication skills and a collaborative, service-oriented approach.
Commitment to Vital Communities’ justice, equity, diversity, and inclusion principles.
Ability to come to the office in White River Junction, Vermont, as necessary.
A resume is required to apply.

Nice To Haves

Experience with Ramp, QuickBooks Online, Paycor, or similar financial systems.

Responsibilities

Build and manage budgets and cash-flow projections, and provide regular financial reports to relevant team and Board members.
Prepare and submit regulatory filings; pay invoices; and regularly review financials.
Export time data for payroll, ensure payroll runs are error-free, and process SIMPLE IRA contributions.
Provide quarterly variance analyses and ensure payroll is correctly processed at the class/subclass and grant levels.
Prepare quarterly net asset release schedules documenting fulfillment of funder requirements, and post approved journal entries to QuickBooks Online.
Advise project teams on grant budgets when funders cap indirect costs below the standard rate, maximizing recovery within legal and system limits.
Prepare quarterly indirect-cost allocation entries for grants and program areas, and fringe-benefit allocation entries for grants, program areas, and administration.
Prepare draft grant invoices and review draft invoice cycles with program staff; maintain grant invoicing and reporting calendars.
Onboard newly awarded grants, obtain financial data requested by funders, register Vital Communities in funder payment systems, and review and comment on federal proposals.
Provide quarterly program reports by class/subclass and run quarterly reports for each active grant.
Review RFPs and comment before public release; review and comment on sole-source justifications before procurement; and review contractor financial proposals and subaward budgets, making recommendations to relevant staff.
Serve as staff point person to the Board Finance Committee and work with the Treasurer to engage the committee and Board on financial matters and decisions.
Confirm that multi-year grant revenue is recorded correctly at pledge and as interim and final payments are received.
Monitor vendor invoices and ensure prompt processing and payment; maintain user-friendly staff-facing finance systems and provide regular organization-wide financial updates.
Maintain and periodically review insurance coverage, and complete required federal, state, and local filings to ensure regulatory compliance.
Serve as the primary contact for certificates of insurance requests and manage the organization’s contracting process.
Work with the Directors’ Team to develop, implement, and maintain internal controls, policies, and procedures that support effective operations, reliable reporting, and legal and regulatory compliance.
Serve as primary owner and administrator of finance systems and software subscriptions.
Oversee the outsourced IT vendor to ensure quality service at reasonable pricing.
Identify and lead technology-systems improvement projects that support program and administrative needs.