Finance Coordinator

Summary

The Finance Coordinator supports the day-to-day financial operations of Foothill Unity Center, Inc., with a primary focus on government grants and government billing. This position is responsible for preparing and submitting reimbursement requests to public funders, tracking grant and contract budgets, processing accounts payable and receivable, and maintaining accurate financial records in accordance with nonprofit and government requirements.

The Finance Coordinator works closely with the Finance, Programs, and Advancement teams to ensure timely, accurate financial information, compliance with grant and contract terms, and strong internal controls. The ideal candidate brings hands-on experience with government grant reporting and invoicing, strong attention to detail, and a collaborative, solutions-oriented mindset.

Essential Duties and Responsibilities

• Ensures that the mission and values of the organization are upheld and that the face of FUCI reflects compassion for all, integrity in practices, and professionalism overall.
• Coordinate government grant and contract billing, including preparing and submitting reimbursement claims, invoices, and required backup documentation to city, county, state, and/or federal funders.
• Review contract terms and budgets to ensure that billing aligns with allowable costs, funding limits, and reporting schedules.
• Track government receivables; follow up on outstanding invoices, denials, or discrepancies with funders and internal staff.
• Assist with compiling financial backup for government program and performance reports (e.g., units of service, client counts, cost categories, matching funds).
• Maintain organized files and documentation to support monitoring visits, desk reviews, and financial audits related to government-funded programs.
• Process and track vendor invoices; verify coding and approvals; match invoices to purchase orders or agreements as appropriate.
• Prepare disbursements (checks or electronic payments) in accordance with internal controls and approval thresholds.
• Maintain accurate vendor files, including W-9 forms and other required documentation.
• Record and deposit revenue, including donations, government payments, and other funding sources; reconcile income across funding streams.
• Support the reconciliation of donor and gift data between the CRM (e.g., NeonCRM) and accounting system (e.g., QuickBooks) in coordination with Advancement and Finance teams.
• Assist with payroll-related tasks as assigned, such as timecard review, payroll reports, or distribution of payroll information, in collaboration with HR/Operations and Finance.
• Assist in preparing internal and external financial reports, including grant financial reports, funder reports, and materials for the annual audit.
• Help track and monitor financial metrics and key indicators related to grants, programs, and organizational performance.
• Maintain documentation of financial records and transactions in alignment with nonprofit accounting and audit standards.
• Support the preparation and organization of financial records for annual audits, monitoring visits, and funder reviews.
• Use and support financial and data systems (e.g., QuickBooks, CSMS, NeonCRM, Excel) to ensure data integrity and timely reporting.
• Perform periodic data and financial reconciliations between systems to ensure accurate coding, allocations, and reporting.
• Collaborate across departments, especially with Programs and Advancement, to confirm account coding, designations, and grant-related expenditures.
• Identify opportunities to streamline finance workflows and recommend improvements to strengthen internal controls and efficiency.
• Participate in staff meetings, trainings, and cross-departmental projects as assigned.
• Other duties as assigned.

Education/Experience

• Bachelor’s degree in Data Science, Finance, Business Administration, Information Systems, or related field required.
• 2–4 years of experience in data analytics, accounting support, or nonprofit operations required.
• Demonstrated experience with government grants and/or contracts, including billing, reimbursement claims, or financial reporting for city, county, state, or federal funding, strongly preferred.
• Experience with accounting systems such as QuickBooks and CRM or donor databases (e.g., NeonCRM) preferred.

Required Skills/Abilities

• Working knowledge of accounts payable (AP), accounts receivable (AR), and basic bookkeeping principles.
• Understanding of nonprofit finance and fund accounting, including restricted/unrestricted funding and cost allocation, preferred.
• Strong skills in Excel (formulas, pivot tables, data analysis) and comfort working with financial data and reconciliations.
• High attention to detail and commitment to accuracy, integrity, and confidentiality.
• Strong organizational skills with the ability to manage multiple deadlines, funder timelines, and high-volume financial activity.
• Excellent written and verbal communication skills across departments and with external partners.
• Demonstrated problem-solving and critical-thinking skills, with initiative and follow-through.

Personal Characteristics

• Compassion for vulnerable people of all races and ethnicities, origins, abilities, religions, genders, and ages.
• Critical thinker and problem solver who is comfortable making tough decisions.
• High degree of emotional intelligence, interpersonal skills, empathy, and humility.
• Comfort working in a multi-ethnic and diverse organization.
• Deep commitment to diversity, equity, and inclusion.

Work Environment

• The work is typically performed in an office environment, with a moderate noise level. Occasional travel to other Foothill Unity Center locations may be required, including occasional evening or weekend hours for events or deadlines.

Physical Demands

• Ability to sit, stand, and move as needed to complete required tasks.
• Ability to commute to other FUCI locations if necessary.
• Ability to communicate clearly and effectively both in person and on the telephone.
• Ability to lift and carry up to 20 lbs. of files or related materials.
• Ability to work at a computer terminal for the majority of the workday.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Disclaimer: This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. It is not an exhaustive list of all duties, responsibilities, and qualifications required. Foothill Unity Center, Inc. reserves the right to modify this job description at any time. Employment with Foothill Unity Center, Inc. is “at-will,” meaning either the employee or the organization may terminate the employment relationship at any time, with or without cause and with or without notice.

Equal Opportunity Employment

Foothill Unity Center, Inc. is an equal opportunity employer. We strongly encourage applications from people of all races and ethnicities, religions, genders, gender identities and expressions, sexual orientations, national origins, ages, abilities, and veteran statuses. We are committed to building a diverse and inclusive team that reflects the communities we serve.

Benefits:

• Health Insurance – Medical coverage to support employee well-being.
• Dental Insurance – Coverage for dental care, including routine check-ups and procedures.
• Vision Insurance – Assistance with eye care, including exams and eyewear.
• Life Insurance – Financial protection for employees.
• Paid Time Off (PTO) – Earned leave for vacation, personal, or sick days.
• Holiday Time Off – Paid time off for recognized holidays.