Operations Coordinator (Finance)

About Quivira Coalition

Quivira Coalition is a Santa Fe-based nonprofit that builds resilience on working lands. We foster ecological, economic, and social health through education, innovation, and collaboration. We aim to shift current agricultural and land stewardship practices in ways that produce good food, support meaningful livelihoods in rural places, sustain biodiversity, and remedy the impacts of climate change. We conduct this work through agricultural apprenticeships, land and water restoration, and farmer- and rancher-led knowledge exchange. Knowing that it is critical to the success of our work, Quivira is committed to racial equity and inclusion, and we aspire to build and support a diverse staff, team, and community, including groups that are traditionally underrepresented within conservation and agriculture.

About our hiring process

Our hiring team consists of our director of operations, our operations manager, and several other team members who will review applications and participate in interviews for this position. We work as a team, so we hire as a team. Many other folks on staff help with our hiring process, including our communications team who helps us get the word out, and the operations team who helps design and hold our teams accountable to a consistent, transparent, and equitable process.

Description of the position

Operations coordinator (finance) is responsible for financial recordkeeping to support effective budgeting, financial reporting, and annual audit. They will also contribute to other operations activities when needed. The operations coordinator (finance) will support the finance director to maintain records and procedures to ensure the financial health of the organization and nonprofit status compliance.

Specific duties and responsibilities

Financial - 95%

Accounts Receivable

• Records accounts receivables in a timely manner, working with the organization's and the accountants’ systems
• Helps monitor bank, investment, other cash and donation accounts for income and fraudulent activities
• Inform appropriate staff of fundraising payments (i.e. grants, sponsorships, donations)

Accounts Payable

• Monitors and processes accounts payable requests from staff, ensuring proper documentation (e.g. receipts, W9s)
• Records all accounts payables in a timely manner, working with the organization's and the accountants’ systems
• Maintains vendor files (including W9s) plus supports e-payments setup and payment logistics
• Supports credit card expense reporting by staff and reconciliation

Financials

• Supports finance director with staff financial requests
• Reviews and maintains proper documentation (receipts, agreements, approvals, etc.) for financial records, working with staff as necessary
• Maintains and reports on petty cash to accountants
• Supports in-kind and donation system
• Maintains and supports financial documents filing systems
• Supports budgeting procedures and year-end closure of financials
• Assists with the annual audit and 990 filing, working with finance director, accountants, and auditors
• Helps respond to accountants’ questions and requests in the portal
• Supports improvements to financial management and accounting systems based on best practices, GAAP, CFR requirements, organizational needs, and DEI goals

Other

• Supports mail log in relation to financials
• Assists with staff support, training, SOPs and resource development around financials (i.e. APs, in-person sales, fundraising campaigns), when requested

Other - 5%

• Contributes to other activities and special projects as assigned by the finance director
• Supports organizational events and workshops as needed
• Participates in staff meetings, organizational committees, strategic planning, retreats, and other required all staff activities
• Supports and contributes to the operations team structures, annual calendar, and culture
• Actively engages in Quivira’s diversity, equity, inclusion, and anti-racism efforts
• Contributes to the annual REGENERATE Conference registration preparation, supports registration reconciliation, and contributes to other conference activities as needed

Qualifications/experience:

We recognize and value the many ways to learn, grow, and succeed professionally, and acknowledge that individuals acquire skills, knowledge, and perspectives through diverse educational, professional, personal, and volunteer experiences. We take all relevant experiences into account when reviewing applications and ask that you share with us the unique strengths and experiences that you will bring to Quivira and to your work.

Required qualifications:

• Excellent attention to detail and accuracy, particularly with numbers
• The ability to maintain organized, complete records
• Superior organizational skills, including the ability to manage multiple tasks and deadlines
• Excellent discretion, including the ability to maintain confidentiality and professionalism around sensitive financial information
• Experience working with financial systems or software (e.g., accounting platforms, expense reporting tools, or donation databases), and comfort learning new systems
• Experience with G Suite or other like platforms
• Clear and timely communication skills, with the ability to work collaboratively with staff, accountants, auditors and supervisors
• Customer service skills
• Strong, professional written and verbal English communication skills
• Must be able to lift 25 lbs and work long hours bending and walking outdoors

Desired qualifications:

• Demonstrated experience with financial recordkeeping, bookkeeping, or accounting support, including accounts payable and/or accounts receivable
• Experience working in and communicating about agriculture, natural resource management, or both
• An understanding of how conservation and agriculture have historically and currently impacted Hispanic, Black, Indigenous, and other communities of color
• Experience with working with non-profit accounting & government grant funds.

Terms of employment:

Quivira is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion in our organization. We embrace and encourage applicants of all ethnicities, national origins, races, colors, socio-economic statuses, ages, gender identities or expressions, sexual orientations, family or marital statuses, disability status, physical and mental abilities, political affiliations, religions, genetic information, or veteran statuses.

• Reports to the finance director
• Full-time, 36 hours a week, salaried
• Salary range for this position: $46,00 - $54,000 depending on experience, paid bi-weekly.
• This position is based in Santa Fe, NM, with a required 2 days in office. All employees currently work from home with access to the office on an as-needed basis. Candidates must be able to drive to the Santa Fe office for AP & AR paperwork, and event supplies and preparation.
• No relocation compensation.
• After 60 days, benefits include health, dental, vision, simple IRA, paid time off, short- and long-term life disability insurance, and continuing education benefit.