Finance Manager

Position Summary

Reporting to the Chief Finance Officer (CFO), or designee, the Finance Manager will oversee daily accounting functions, payroll, grant submissions and billing, procurement processes, assembling monthly finance package and cash flow management duties.

• Maintain spreadsheets pertaining to grant/program tracking and billing.
• Submit grant and program billing/invoices, including retention of supporting documents such as receipts, statements, invoices, purchase orders as necessary for appropriate agency reviews, audits for authorized reimbursements.
• Assist in entering grant payment receivables to the appropriate program and invoice number.
• Create and enter updates to internal grant tracking spreadsheets.
• Maintain an organized file maintenance system for all Grants and program billings. Copies of contracts, billing statements, accruals, adjustments, account payables, financial statements and correspondence among other items are kept on file for quick reference.
• Ensure all necessary grant invoices are appropriate, timely and accurate with necessary backup, for all contract reimbursements.
• Monitor all receivable payments from the supporting agencies and grantor awards.

• Assist as backup for compiling grant related payroll data for reimbursement, such as garnishments, Paid Time Off (PTO), insurance and other deductions for grant submission and eventual reimbursement.
• Ensure weekly Payroll Activity Report (PAR)’s sheets are complete, filed and tracked for proper grant submission and payroll support.

• Assist CFO or designee with division allocation on monthly and annual budgets/forecasting for the organization’s programs’ annual budgets and new or existing grant budgets.

• Review requisition orders and communications related to program purchase requests for accuracy, authorizations, and specifications that support programs.
• Identify vendors, contractors, suppliers, merchants, and providers using various sources such as catalogs, internet searches, and Program Supervisor discussions.
• When required, compare prices, specifications, conditions, and delivery dates to determine the best potential supplier.
• Apply specific grant related expenses to appropriate programs and grants for reimbursement.
• Assist with US mail retrieval/drop‑off and its internal distribution.
• Maintain and adhere to Procurement Procedure Policies.

• Assemble monthly Finance package for distribution and CEO review.
• Review, record and apply various expense invoices to appropriate programs and their grants.
• Prepare and process weekly accounts payable (check runs) associated with program expenses, as directed in Accounting A/P software.
• Assist in preparing and entering monthly payroll & accounting journal entries as assigned to specific programs and/or grants.
• Review and reconcile general ledger accounts monthly, as assigned.
• Responsible for assuring bank reconciliations of monthly bank statements to specific programs.
• Distribute grant program information, when necessary, to supervisors, managers and directors of their monthly expenses and other pertinent financial reports.
• Oversee the contribution worksheets for each grant.
• Monitor and communicate with management on grants, procurement needs and related budgets, compared to actual expenses.
• Respond to telephone and e‑mail inquiries concerning payroll, grants, procurement and program billings.
• Assist with support for any outside agency audits and site visits, as needed.
• Provide assistance to external auditors annually for yearly financial review.

• Maintain and monitor daily Cashflow to ensure monthly, quarterly and annual expense obligations are met.
• Track agreements and grant schedules.
• Maintain and monitor Contract Log, as needed.
• Update ad‑hoc spreadsheets, billing and accounting forms, as necessary or requested.

• Assist CFO or designee with general Accounting monitoring, month‑end closing and assigned projects as needed.
• Perform ad‑hoc analysis and other duties as assigned.
• Work with division…