FINANCE & HR ADMINISTRATOR

Position Summary

Under the Executive Director’s direction, the Finance & HR Administrator manages the agency’s financial and human resources operations. Key responsibilities include fund accounting, grant and contract oversight (with a focus on DAS City & County funding), financial reporting, compliance, and board support. The role also handles HR functions such as benefits administration and staff onboarding.

Key Responsibilities

Financial Management & Accounting

• Lead the preparation and revision of the annual agency budget and individual DAS budgets.
• Monitor financial performance and identify budget variances; recommend corrective actions to the Executive Director.
• Collaborate with Executive Director and Program Directors on grant proposal budgets and overall financial planning.
• Manage all accounting functions, including:
  • General ledger maintenance
  • Fund accounting
  • Financial statement preparation
  • Account reconciliations
  • Billing, accounts payable/receivable, and Payroll
• Oversee agency cash flow and liquidity to optimize use of funds.
• Prepare monthly and periodic financial reports for the Board of Directors and Finance Committee.
• Ensure compliance with agency contracts, government regulations, and audit requirements.
• Serve as primary liaison to independent auditors and manage audit preparation.
• Manage DAS fiscal monitoring
• Annual review and update of Fiscal Policies
• Coordinate annual insurance renewals w/insurance broker ( Com'l Pkg, D&O and Worker's Comp).
• Submit all annual nonprofit required filing to the State and City & County entities by due dates.

Human Resources Administration

• Manage staff benefits plan, including retirement, health package, and vacation/sick leave benefits.
• Timesheet coordination to ensure compliance with City & County Funding requirements.
• Administer employee benefit programs in coordination with insurance brokers, including annual renewals and negotiations.
• Administration of onboarding and orientation of new hires.
• Maintain employee HR files and Contractor documentation.
• Maintain required DOL/EDD documentation and ensure postings meet current regulations

Board Support

• Coordinate and schedule all regularly occurring Board of Directors and Finance Committee meetings in collaboration with the Executive Director.
• Prepare comprehensive Board Packets for each meeting, including:
  • Draft and finalize prior meeting minutes
  • Develop and distribute meeting agendas
  • Compile and present financial reports and relevant documentation
• Ensure timely distribution of materials to board members ahead of meetings.
• Facilitate hybrid board meetings from the main office, including:
  • Ensuring in-person and remote participants can fully engage
  • Providing logistical support during meetings (e.g., materials, video, sound, sign-in)
• Maintain organized records of board communications, meeting attendance, and approved documents.
• Support follow-up communications and action items resulting from board meetings.

Qualifications

• Minimum 3 years of accounting experience; nonprofit experience strongly preferred.
• Bachelor's degree in accounting, Finance, or related field, or equivalent combination of education and experience.
• Advanced proficiency in Excel and spreadsheet analysis.
• Experience with QuickBooks Online and fund accounting systems.
• Familiarity with nonprofit financial management, FASB rules, and GAAP procedures.
• Knowledge of governmental accounting policies and cost allocation procedures (OMB guidelines).
• Experience working in Microsoft 365 environment (SharePoint, OneDrive, Teams).
• Strong analytical, organizational, and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively.