Senior Finance Manager

Pacific Institute•Oakland, CA

About The Position

The Senior Finance Manager is responsible for the Pacific Institute's day-to-day financial operations and for building the systems, controls, and reporting the organization needs as it grows. This role manages the Institute's accounting, grants and contracts financial administration, budgeting, and financial reporting, and maintains segregation of duties and strong internal controls across all finance execution work. The role leads and oversees finance support staff who handle a share of day-to-day transaction entry and processing, and is responsible for their training, quality of work, and professional development. The Senior Finance Manager also leads the evaluation and implementation of financial systems and partners closely with the Chief Operating Officer, Board Finance Committee, and program staff on financial strategy. This role requires sound judgment on accounting matters, strong internal-control instincts, and the ability to translate financial information for non-finance audiences.

Requirements

Experience managing accounting and financial operations for an organization of comparable scale and complexity (for example, an operating budget in the range of $10–20M, or a comparable volume and complexity of grants and contracts)
Demonstrated experience with fund accounting and restricted grant/contract compliance, ideally within a nonprofit organization
Experience with general ledger and accounting software
Experience supervising staff and reviewing the work of others
Strong understanding of internal controls and segregation-of-duties best practices
Excellent written and verbal communication skills, with the ability to translate financial information for non-finance audiences
Strong attention to detail and the ability to manage multiple deadlines in a fast-paced, evolving environment

Nice To Haves

Bachelor's degree in accounting, finance, or a related field, or equivalent professional experience
CPA preferred, not required
Experience implementing or migrating financial systems
Experience with Salesforce or a comparable CRM/grants database
Experience working with international payroll or contractor arrangements

Responsibilities

Administer the Institute's accounting system, including managing the general ledger, posting journal entries, and closing the books monthly
Oversee accounts payable and accounts receivable, ensuring accurate coding, timely payment and collection, and proper documentation
Reconcile all bank and investment accounts monthly, or provide final review and sign-off where reconciliations are prepared by finance support staff
Maintain effective working relationships with vendors, contractors, and financial institutions
Coordinate semi-monthly payroll processing across the Institute's domestic and international payroll systems, in partnership with the HR Manager
Maintain segregation of duties between transaction entry and account reconciliation, and provide hands-on review of higher-complexity coding and reconciliation items
Maintain and strengthen the Institute's system of internal controls, including segregation of duties across transaction entry, review, and approval
Lead the annual audit and Form 990 preparation process, coordinating with external auditors to ensure timely completion of audited financial statements and tax filings
Safeguard and maintain the confidentiality of the Institute's financial and other sensitive data
Monitor compliance with funder-specific financial reporting requirements and applicable federal, state, and local regulations
Partner with program staff to develop project budgets for grant and contract proposals
Track financial deadlines, deliverables, and payment schedules across the Institute's portfolio of grants, contracts, and fiscal-sponsorship arrangements
Monitor compliance with restricted funding requirements across domestic and international grants, contracts, and fiscal-sponsorship projects
Prepare and submit funder invoices and financial reports according to each funder's format and schedule
Maintain grants and contracts financial records in the Institute's database system
Prepare monthly financial reports for the Board of Directors and staff, including profit-and-loss statements, balance sheets, cash flow reports, budget-to-actual analyses, and project-level financials
Support the Chief Operating Officer and Board Finance Committee in developing the annual budget and subsequent revisions
Develop income projections and cash flow forecasts, incorporating pipeline and program data
Analyze and communicate the Institute's financial position to senior leadership, identifying trends, risks, and recommendations
Lead the evaluation, implementation, and ongoing administration of financial systems, including integration with payroll, expense, and donor/grants management systems
Document financial procedures and the reasoning behind recurring decisions, such as account coding and project/class assignment, to reduce reliance on institutional memory
Identify and implement process improvements that reduce manual data entry and strengthen the audit trail
Provide leadership, training, and, where applicable, direct supervision to finance support staff, including regular feedback and professional development support
Act as a thought partner to the Chief Operating Officer and Executive Management Team on financial strategy and organizational planning
Respond to staff requests for financial information and support financial literacy across the organization
Partner with the HR Manager on finance-related aspects of HR, including benefits and retirement plan administration