Finance & Operations Manager
About The Position
The Finance & Operations Manager reports to the Executive Director and works closely with staff and contractors to support the financial and operational systems that enable Vital Communities 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. The organization has multiple program areas and projects, with complex braided funding that includes fully and partially restricted funds from foundations, government grants, businesses, and individual donors. The position manages financial planning and reporting, accounting and grant support, procurement and finance systems, compliance, insurance, contracting, and organizational technology. The role also collaborates with staff and the Board Finance Committee to support sound financial decisions and effective organizational operations.
Requirements
- Experience supporting nonprofit financial operations, accounting workflows, budget tracking, and financial reporting.
- Ability to manage detailed financial records, deadlines, grant documentation, and confidential information accurately.
- 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 and a collaborative, service-oriented approach.
- Commitment to Vital Communities’ justice, equity, diversity, and inclusion principles.
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 appropriate team and Board members.
- Prepare and submit regulatory filings, pay invoices, and regularly review financials.
- Export time for payroll, ensure pay runs are error-free, and process SIMPLE IRA contributions.
- Provide quarterly variance analysis and ensure payroll is processed correctly at the class/subclass and grant levels.
- Prepare quarterly net asset release schedules showing funder requirements met, 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 to grants and program areas, and quarterly fringe-benefit allocation entries to grants, program areas, and administration.
- Prepare draft grant invoices and review invoice cycles with program staff.
- Maintain the grant invoicing and reporting calendar.
- Onboard newly awarded grants, obtain financial data requested by funders, and register Vital Communities in funder payment systems, sometimes before an award.
- Review and comment on federal proposals.
- Provide quarterly program reports by class/subclass and run quarterly reports for each active grant.
- Review RFPs and sole-source justifications before release or procurement proceeds.
- Review contractor financial proposals and subaward budgets, and make recommendations to relevant program or administrative 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 multi-year grant revenue is recorded correctly at pledge and as interim and final payments are received.
- Monitor vendor invoices and ensure they are processed and paid promptly.
- Ensure staff-facing finance systems are user-friendly and provide regular staff-wide financial updates.
- Maintain and periodically review insurance coverage.
- Ensure regulatory compliance by completing required federal, state, and local filings.
- Serve as 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-system improvement projects that support program and administrative needs.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
No Education Listed
