Senior Finance Specialist

POSITION OVERVIEW: The Senior Finance Specialist supports the fiscal integrity and operational excellence of Mamatoto Village by managing the day-to-day finance operations, including end-to-end payroll administration, monthly expense reconciliations, grant and program budget tracking, and internal financial documentation.

This role partners with Mamatoto’s external finance partner, Goldin Group, which provides finance compliance support and advanced financial management (e.g., accounting compliance, audit-readiness guidance, and higher-level financial reporting). Working closely with the Executive Director, The Goldin Group, the Director of People and Culture, and program leadership, the Senior Finance Specialist ensures that financial systems and processes are accurate, timely, and responsive to the needs of both programs and staff, aligning with Mamatoto’s values of transparency and integrity.

Must be based in the DC Metro Area.

ATTRIBUTES OF A COMPETITIVE CANDIDATE

• A detail-oriented professional who is passionate about operational excellence and community impact.
• Skilled at managing numbers, systems, and deadlines while maintaining clear communication and warmth.
• A proactive problem solver who values accountability, transparency, and teamwork.
• A creative thinker and patient team member willing to test out new ideas
• Deep alignment with Mamatoto Village’s mission and values, including reproductive justice, racial equity, and care-centered organizational culture.
• Considerate listener and believes that the community voice must be centered
• A creative thinker and patient team member willing to test out new ideas
• Understanding and application of interdependence and self-motivation in a work setting

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Other duties may need to be assigned to meet organizational needs.

Payroll Administration

• Own and execute biweekly payroll processing end-to-end, ensuring accuracy, timeliness, and confidentiality.
• Collect, review, and validate payroll inputs, including timesheets, PTO usage, stipends, retro pay adjustments, and compensation changes.
• Prepare a Payroll Review Packet each pay period (payroll register, changes summary, and flagged exceptions) for Executive Director approval.
• Implement a two-step payroll control process: payroll is prepared by the Senior Finance Specialist and reviewed/approved by the Executive Director prior to processing.
• Coordinate payroll changes (new hires, terminations, pay adjustments, leave status) with the Director of People and Culture and ensure all changes are documented and approved.
• Coordinate with HR Consultants to ensure benefits deductions and compliance requirements are accurately reflected in payroll.
• Maintain payroll documentation (registers, approvals, allocation files) to support audit readiness and internal compliance.
• Respond to employee payroll questions and resolve discrepancies in coordination with People & Culture and HR Consultants as appropriate.

Monthly Expense Reconciliation (Monthly Close)

• Conduct monthly reconciliation of organizational expenses, including credit cards, employee reimbursements, vendor invoices, and program spending.
• Reconcile transactions to supporting documentation (receipts, approvals, purpose) and ensure expenses are properly coded to the correct accounts, grants, and cost centers.
• Identify discrepancies, missing documentation, and coding errors; coordinate with budget owners to resolve issues prior to month-end close.
• Prepare monthly reconciliation packets and variance notes for Executive Director review and for finance compliance documentation.
• Maintain organized reconciliation records to support audit readiness and alignment with Goldin Group compliance requirements.

Daily Finance Operations & Documentation

• Manage day-to-day financial operations, including invoice processing, check deposits and recording, employee reimbursement workflows, and expense documentation collection.
• Code transactions consistently and maintain real-time expense tracking to support accurate reporting and month-end reconciliation.
• Maintain organized digital and physical finance files, ensuring documentation is complete, accessible, and compliant with internal control standards.
• Support purchasing and expense submission processes by providing guidance to staff on required documentation and timelines.
• Facilitate staff micro-trainings or workflow reminders related to receipts, purchasing protocols, and budget awareness.

Grant and Program Budget Tracking

• Track expenditures for each program and grant, ensuring alignment with approved budgets.
• Collaborate with the Development Team, department directors, and program managers on financial reporting for funders.
• Monitor restricted and unrestricted fund usage and flag potential discrepancies and over/underspend risks.
• Assist in preparing budgets for new grant proposals and renewals in collaboration with the Executive Director and Development Team, and the Grant Writing consultant.

Vendor and Procurement Support

• Maintain an organized record of vendor contracts, invoices, and payments.
• Partner with the Office Manager to ensure purchasing and vendor expenses align with approved budgets and organizational purchasing protocols.
• Support vendor setup, payment workflows, and approval processes with The Goldin Group. Maintain documentation for compliance and audit readiness.

Reporting and Analysis

• Distribute and support the discussion of the monthly budget-to-actual summaries for program managers and leadership.
• Support the Executive Director in preparing financial summaries and reports for the Board of Directors (in collaboration with Goldin Group).
• Identify trends, risks, and opportunities in financial data and surface recommendations for operational decision-making.

Partnership with Goldin Group

• Serve as the primary internal liaison to Goldin Group for finance compliance processes, documentation standards, and audit readiness.
• Provide the Goldin Group with timely and accurate supporting documentation necessary for financial compliance, reporting, and audits.
• Coordinate on the monthly close process as needed to ensure reconciliations, coding, and documentation are complete and compliant.
• Goldin Group provides compliance and advanced financial management; the Senior Finance Specialist owns day-to-day finance operations and payroll execution.

SKILLS AND REQUIREMENTS TO FOSTER SUCCESS

Education

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field required.

Experience

• Minimum 5 years of experience in nonprofit finance operations, accounting support, or grants administration.
• Minimum 4 years of end-to-end payroll processing experience required (ownership of payroll preparation, submission, and reconciliation).
• Experience processing payroll for 35+ employees preferred.
• Demonstrated experience performing monthly reconciliations required (credit cards, reimbursements, and vendor/operational expenses).
• Experience supporting multi-program or multi-grant expense allocations strongly preferred.
• Experience collaborating with external finance partners or accountants preferred.

Technical Proficiency

• Strong skills in Google Workspace, Microsoft Excel/Sheets, and financial systems (QuickBooks preferred).
• Proficiency with payroll platforms, Rippling strongly preferred
• Proficiency with accounting or expense systems (Bill.com, Sage Intacct)
• Proficiency with budget templates, financial dashboards, and digital filing systems.

Interpersonal Skills:

• Excellent communication, organization, and time management skills.
• Ability to maintain confidentiality and handle sensitive employee compensation information with discretion.
• Strong attention to detail and commitment to equitable, transparent financial practices.
• Prior accounting or bookkeeping experience preferred.
• Ability to receive constructive feedback and work collaboratively across departments.
• Ability to communicate in a professional and positive manner with supervisors, stakeholders, and co-workers.

Equal Opportunity

Mamatoto Village is an equal opportunity employer. People of color, people with lived experience in the communities we serve, and those who have been historically excluded from financial and leadership pathways are strongly encouraged to apply.

Mamatoto Village offers an intentional benefits package:

Leave and wellness benefits:

• 12 days PTO, 7 sick days, 11 paid holidays, and 1 floating holiday
• Bereavement leave
• 2 weeks paid Radical Rest (late December)

Family-forward supports:

• 12 weeks of paid parental leave
• Perinatal Support Benefit (Doula care, lactation, and education)
• Company-provided computer

Financial and professional benefits:

• HRA Stipend (health, dental, vision)
• 403(b) retirement plan with employer match
• Short-term disability
• Professional development stipend
• Regular team-building activities

English proficiency required