Finance & Administration Manager

Posted by
Published 13 days ago

*YWCA Glendale and Pasadena is an essential services provider and is temporarily providing services remotely with partial days in office as assigned by the supervisor.

About Us

YWCA Glendale and Pasadena is dedicated to eliminating racism, empowering women and promoting peace, justice, freedom, and dignity for all. YWCA Glendale and Pasadena’s purpose is to ensure the health, safety and economic empowerment of women, children, and families and to strengthen communities to prevent and break the cycle of domestic violence. We provide resources and support to survivors of domestic violence and their children and through our education and prevention efforts we empower women, girls and families to build healthy relationships, achieve self-sufficiency, and live free from all forms of oppression. Our programs include a 24/7 Crisis Hotline, a 16-bed Domestic Violence Emergency Shelter, a Domestic Violence Community Services Center that provides case management, legal services, adult and child counseling, trauma informed childcare, and housing navigation support, a Violence Prevention Education and Outreach Program, a Girls Empowerment Program that offers after school programming, summer camp and STEAM education workshops and mentorship, and racial justice training and advocacy in collaboration with the Coalition for an Anti-Racist Glendale and other social justice organizations.

Position Summary

Reporting directly to the Chief Financial & Administrative Officer (CFAO), the newly created Finance & Administration Manager position will assist with leading all day-to-day business operations of a $3+ million budget organization. The incumbent will work closely with the HR and Accounting/Finance Staff to ensure all Accounting/Finance & HR department activities are in accordance with all regulatory and compliance requirements and according to GAAP accounting principles. Although the Finance & Administration Manager has functional responsibility over HR operations and Accounting/Finance activities, the incumbent will also work with the CFAO to ensure that YWCA Glendale and Pasadena has the systems and procedures in place to support optimal business operations efficiency and better integrate Accounting/Finance, HR, and IT functions.

The Finance & Administration Manager will work closely with program leaders and their staffs, not only to educate them regarding Accounting/Finance and HR procedures but also to explore how these functions can support program operations. This very important role is a key member of the team and will be able to adapt to change as our organization grows.

Essential Tasks

These are core functions of the job. Additional duties may be assigned as needed.


·        Expert knowledge and understanding of the full-cycle of Accounting and more specifically Fund Accounting.

·        Oversee and assist with Accounting Manual updates/maintenance, Chart of Accounts maintenance, Budgeting, General Ledger, Petty Cash, Accounts Payable, Accounts Receivables, Fixed Assets, Prepaid schedules and Cost Allocation plan, Journal Entries, Bank reconciliations, Balance Sheet reconciliations, Cash Flow, Month/Annual Close, Check run, Tenant invoices/leases, 1099-Misc preparation and Annual Audit including Single-Audit compliance.

·        Maintains accounting systems software, controls, and user access and security to accomplish the proper recording and reporting of all accounting transactions.

·        Assists with developing and maintaining adequate fiscal internal controls, accounting policies and procedures, operating procedures and internal controls and alerts the CFAO of possible deficiencies or areas for improvement.

·        Assist with presentations to the Board, Internal Affairs and Audit committee.

·        Responsible for financial report preparation(Budget vs Actual, YTD Comparisons, and etc.) for administrative and board leadership (monthly reports, grant reports, capital budget reports) and alerts the CFAO to areas of concern.

·        Reviews and approves daily deposits of donor contributions including cash, checks, credit card and EFT’s and monthly reconciliations.

·        Makes sure Accounting files, records, documentation (up-to-date files, archiving, ensuring confidentiality, etc.).

·        Participates in special finance/accounting projects and ad hoc reports as assigned by CFAO and leadership.

·        Looks for greater spending efficiencies.

Grant Administration/Management

·        Expert knowledge for the full cycle of Government and Non-Government grant cycle including accounting and administration of funds and financial compliance.

·        Review and approve all Government grant billings, budgets, RFA, Cost Allocation plan, reports, functional timesheets and etc. before submission.

·        Assists the Staff Accountant with tracking and monitoring expenses and proper expense allocations across multiple Government and Foundation Grants.

·        Ensure Government Grants internal timeline is enforced, stays current, and accurate.

·        Responsible for financial requirements of assigned contracts and ensures functions are completed in accordance with guidelines, including which expenses are eligible to be billed, and which are ineligible.

·        Analyze Government contract budgets for optimal billing strategies, maximizing reimbursable expenses.

·        Responsible for the accurate reconciliation of expenses in QuickBooks to match monthly financial reports for the accurate expense allocation to grants.

·        Makes sure Government grant files, records, documentation (up-to-date files, archiving, ensuring confidentiality, etc.) are maintained.

Human Resources/Payroll

·        Expert knowledge of the full cycle of Payroll and general HR operations for <50 employees.

·        Overall understanding of State, Local, and Federal HR laws especially as it relates to Payroll.

·        Ensures compliance and accuracy of semi-monthly payroll in accordance with federal, state, and local laws with current payroll provider, Zenefits, and ensures that paycheck calculations, taxation principles, pay increases, Government grant functional timesheets,

and annual and quarterly tax filings are reconciled and correct.

·        Analyze and organize HR operations and procedures to increase efficiency and productivity.

·        Assist HR Supervisor with Benefits maintenance including Open enrollment, accurate benefits billing statements, and etc.

·        Acts as back-up support for Employee onboarding, offboarding, recruiting, terminations, and other miscellaneous HR related duties.

  • Oversee Retirement Plan, including enrollments, changes and billing.

·        Responsible for the coordination efforts between payroll, human resources, budget and organization departments to ensure proper flow and maintenance of employee data (including preparation/distribution of detailed reports, e.g., overtime, double-time, leave balances, head count, electronic timesheets, and 401(k) retirement contribution reports).

·        Maintain employee confidence and protect payroll operations by keeping information confidential.

·        Monitor and maintain records for Leaves of Absence as well as Vacation, Holiday, and Sick time balances and ensure amounts are correct.

·        Assist CFAO and HR Supervisor with various HR duties including HR compliance, recruitment process, Employee Handbook maintenance, onboarding, offboarding, EDD responses, ThinkHR Employee Professional Development program, HR Analytics and etc.

·        Conduct periodic audits of payroll, benefits, and personnel files, and recommends corrective actions.


·        In charge of tracking and maintaining business insurance policies and renewals.

·        Responsible for special projects and ad hoc reporting.

 Supervisory Responsibilities

  • Oversee the scheduling, assignments, and daily workflow of Staff Accountant, Finance & Grants Analyst and HR Supervisor
  • Provide mentorship and timely performance evaluation. 

Desired Knowledge

·        Knowledge of best practices in non-profit accounting.

·        Must be able to work well with colleagues in a high energy, collaborative environment with open communications.

·        Must work well with diverse populations of employees, vendors, auditors, donors and other stakeholders.

·        Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.

·        Excellent organizational, problem-solving, project management and communication skills.

·        Proactive approach in taking on responsibility.

·        Excellent anticipatory skills with ability to think and plan.

·        Commitment to personal and professional development.

·        Capable of thinking strategically.

·        Ability to reliably import and extract data.

·        Possess high level of integrity, and judgement and discretion with sensitive and confidential information.

·        Be efficient and detail oriented.

Minimum Qualifications

·        Bachelor’s degree from an accredited institution in Accounting, Economics, Finance, or Business.

·        Any combination of skills and experience that demonstrates the ability to perform this job effectively.

·        Experience working in a non-profit work environment is required.

·        3+ years of experience as a Controller, Finance & Administration Manager, or Accounting Manager in non-profit organization, preferably with a budget of $2 million dollars or larger.

·        Extensive knowledge of functional expense allocations.

·        Intermediate/Advanced knowledge of QuickBooks.

·        Intermediate/Advanced level of Excel.

·        Advanced computer skills with emphasis on all Microsoft Office Suite programs, Google apps, and Donor databases.

·        Sound knowledge of GAAP, accounting principles, rules, regulations, policies, and best practices.

·        Understanding of the Public Provider non-profit business model with diverse funding sources experience is preferred.

·        Strong knowledge of the Office of Management and Budget circulars/requirements as well as Single Audit Uniform guidance is preferred.

·        Demonstrated leadership; problem solving; adaptability, organization, management, interpersonal and communication, both verbal and written.

·        Knowledge of Fund accounting terminology, procedures, reporting and methodologies.

·        Core competencies expected: initiative, collaboration, orientation to service, self-management and capacity for self-evaluation, fostering diversity, equity and inclusion, problem solving and conflict resolution.

Job Requirements

·        Work independently and as a team member.

·        Complete a LiveScan background check.

·        Adapt to a fast-paced working environment with multiple deadlines.

·        Maintain and improve professional skills and knowledge.

·        Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties.

·        Be flexible and receptive to suggestions, input and change.

·        Operate modern office equipment, including computer, phone, fax, copier, etc.

·        Understand and carry out both oral and written instructions in an independent manner.

·        Communicate effectively and tactfully in both oral and written forms.

·        Maintain orderly work environment and perform tasks in a prescribed and safe manner.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·        Must be able to sit and use hands/vision for computer work for extended periods of time.

·        Must be able to lift to 25 pounds occasionally.

·        Must be able to communicate and convey accurate information.

·        Type 45WPM.

 Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential functions.

YWCA Glendale and Pasadena is an Equal Opportunity Employer and is committed to diversity, equity and inclusion. We are committed to attracting and retaining a diverse staff. YWCA Glendale and Pasadena will honor your experiences, perspectives, and unique identity. Together, our organization strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. YWCA Glendale and Pasadena prohibits discrimination on the basis of age, gender, race, ethnicity, national origin, cultures, religion, immigration status, veteran status, political beliefs, sexual identity, ability/disability, and health/mental health status in all its programs and activities, not only in respect to employment practices but also in the delivery of services.

*YWCA Glendale and Pasadena is an essential services provider and is temporarily providing services remotely with partial days in office as assigned by the supervisor.

About Us

YWCA Glendale and Pasadena is dedicated to eliminating…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    August 2, 2021
  • Education
    4-Year Degree Required
  • Professional Level


$62,836 - $80,000


Medical insurance, dental insurance, vision insurance, 401k, life insurance and disability insurance.

Medical insurance, dental insurance, vision insurance, 401k, life insurance and disability insurance.


Glendale, CA, USA

How to Apply

Please submit a resume with your application.

Please submit a resume with your application.

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