Finance Coordinator

About VOCAL-US

VOCAL-US is a national organization and the infrastructure hub for the VOCAL family of state-based organizations in New York, Kentucky, and Texas. We build power among low-income people impacted by HIV/AIDS, the drug war, mass incarceration, and homelessness in order to create healthy and just communities — rooted in justice, compassion, and love. We accomplish this through community organizing, leadership development, advocacy, direct services, participatory research, and direct action.

VOCAL-NY, the founding organization, has been building grassroots power since 1999. VOCAL-US was founded in 2022 and launched VOCAL-KY that same year, followed by VOCAL-TX in 2023.

​​Position Description

VOCAL-US is seeking a highly organized, systems-oriented Finance Coordinator to manage day-to-day financial operations and compliance across a growing national organization. This is a full-time, exempt position reporting to the Co-Executive Director. This is an execution-focused role. We are looking for someone who thrives on follow-through — collecting receipts, tracking Divvy credit cards, processing invoices in Bill, organizing vendor documentation, and ensuring grants and contracts are fully supported with clean backup. The Finance Coordinator will work closely with the Co-Executive Director, external accounting consultants, and staff across the Infrastructure, Organizing & Campaigns, and Services teams, as well as employees of other VOCAL-US affiliates and volunteers.

Job Responsibilities

Accounts Payable & Vendor Management

• Serve as the internal point-of-contact for all vendor invoices.
• Receive and track incoming invoices and ensure they are submitted to the accounting team for entry into Bill.
• Monitor invoice status and approval workflows within Bill to ensure timely payment.
• Follow up with staff and vendors as needed to resolve missing information or delays.
• Maintain organized vendor files, including W-9s and contracts.
• Ensure all invoices and payments are properly documented for compliance and audit purposes.

Credit Cards & Expense Management (Divvy)

• Administer the organization’s Divvy credit card system.
• Monitor card usage and coding.
• Collect and track receipts from staff.
• Follow up consistently and professionally on missing documentation.
• Reconcile monthly Divvy reports and ensure expenses are properly categorized.

Staff Reimbursements

• Process reimbursement requests and ensure proper documentation.
• Maintain clear records for compliance and audit readiness.

Government Contracts & Grant Compliance

• Track spending against contract and grant budgets to ensure funds are used accurately and on time.
• Support execution of contract budgets, including monitoring burn rates and flagging issues early.
• Prepare and compile documentation for reimbursement requests, including invoices, receipts, payroll backup, and other required materials.
• Submit vouchers and reports through government and funder portals (e.g., NYC PASSPort , NY State Financial System, or similar systems).
• Maintain organized, audit-ready grant and contract files.
• Work closely with program staff to ensure expenses are properly documented and aligned with contract requirements.
• Help ensure compliance with all funder and government requirements.

Recordkeeping & Audit Preparation

• Maintain clean, organized digital financial systems.
• Ensure all financial documentation is audit-ready.
• Support annual audit preparation and document requests.

Systems & Policy Support

• Help refine internal financial policies and procedures.
• Improve processes for receipt collection, coding, and documentation.
• Support onboarding of staff on financial systems and expectations.

Job Requirements

This role is highly collaborative and requires consistent communication with staff across teams to ensure expenses are tracked, documented, and compliant with funding requirements. The Finance Coordinator plays a critical role in supporting the organization's financial systems and government contracts, helping ensure that resources are used responsibly and reimbursements are submitted accurately and on time. This role requires persistence, attention to detail, and a mindset that strong systems support strong movements. People directly impacted by the issues VOCAL organizes around are strongly encouraged to apply. The ideal candidate will have:

• A commitment to VOCAL’s mission, values, and harm reduction approach.
• 2–4 years of experience in nonprofit finance, accounting support, or operations.
• Experience managing accounts payable and expense systems (e.g. Bill, Divvy, or similar tools).
• Experience supporting grants or government contracts, including tracking budgets, preparing documentation, or supporting reimbursement requests.
• Strong attention to detail and excellent organizational skills.
• Comfort following up consistently with staff to collect receipts, documentation, and approvals.
• Strong Excel or Google Sheets skills, including the ability to track and reconcile expenses.
• Ability to manage multiple deadlines and funding streams in a fast-paced environment.
• Clear communication skills and ability to work collaboratively across teams.
• A high level of integrity and ability to handle confidential financial information.
• A willingness to take initiative, improve systems, and support accountability across the organization.

This is a hybrid position based in the New York City area, with an expectation of 1–2 days per week in-office.

VOCAL-US offers a generous benefits package of 20 days of paid vacation, 15 wellness days, a 2-week end-of-year break, 100% employer-covered health, dental, and vision insurance, a 401(k) retirement plan with 5% employer match, and more.