Finance and HR Manager

Job Description:
Finance & HR Manager

Reports To:

Executive Director
Status:
Full-Time, Exempt

Location:

95 W 11th St. Suite 206, Tracy, CA 95376 with possible remote work available
Medical, dental, and vision insurance, Paid Time Off (PTO), Paid holidays

The Finance & HR Manager oversees bookkeeping, leads budgeting and financial planning, manages grant and revenue streams, ensures accurate audit-ready financial reporting, runs payroll operations, maintains personnel compliance, and enforces organizational policies. This role is critical to supporting organizational growth, staff development, and long-term sustainability.

• Oversee bookkeeping functions, including review of all entries in Quick Books Online
• Ensure accurate coding by program, grant, and funding source
• Categorize all expenses according to grant allocations and program budgets
• Own and manage the monthly close process, including reconciliations
• Maintain a clean, accurate, and audit-ready general ledger
• Strengthen and enforce internal controls and financial procedures
• Print checks for signature as needed

• Prepare and submit all grant invoices in a timely and accurate manner
• Maintain a weekly grant spend-down report across all funding sources
• Communicate remaining programmatic funds to staff and leadership
• Monitor grant budgets, allowable costs, and compliance requirements
• Partner with program staff to ensure alignment between program activity and funding
• Support grant reporting and funder audits as needed

• Maintain and monitor the organization's annual operating budget
• Maintain and update monthly forecasts and budget-to-actual analysis
• Prepare accurate monthly financial statements and budget-to-actual reports
• Monitor and manage cash flow, especially across reimbursement-based funding streams

• Prepare and present monthly financial reports including:
  • Statement of Activity
  • Statement of Financial Position
  • Budget vs. Actuals

• Coordinate with program staff and In Sync RCMS billing team to ensure proper documentation and billing readiness

• Oversee processing and tracking of all incoming donations
• Ensure accurate recording in the organization's CRM system (Donor Dock) and alignment with Quick Books Online
• Maintain proper documentation for all contributions, ensuring audit and compliance readiness

• Support preparation of the IRS Form 990 and annual audit requirements
• Support annual audit, including preparation of schedules and documentation
• Ensure compliance with federal, state, and local financial regulations
• Maintain and improve financial systems, workflows, and reporting tools as needed

• Run payroll accurately and on time through payroll system
• Approve employee timecards and PTO requests
• Administer employee benefits programs and enrollment
• Ensure accurate tracking of paid time off, sick leave, and other leave balances

• Maintain and update personnel files in compliance with California law
• Ensure proper I-9 verification, new hire reporting, and employment eligibility documentation
• Track required employee certifications
• Maintain confidential employee files in secure systems
• Ensure compliance with California employment laws and HR best practices

• Regularly review and update the employee handbook
• Develop and implement staff training and organizational policies
• Ensure policies comply with federal and California employment laws
• Communicate policy updates to staff and leadership
• Maintain documentation of policy acknowledgments

• Sedentary work - Prolonged sitting at desk/computer (6-8 hours per day)
• Computer use - Continuous use of computer, keyboard, and mouse
• Vision - Close vision for reviewing financial documents and data entry
• Manual dexterity - Repetitive hand/finger motion for typing
• Occasional lifting - Files, documents, or office supplies up to 10 pounds

• Indoor office setting - Climate-controlled environment
• Standard office hours - Monday-Friday, 8:00 AM - 5:00 PM (flexible as needed)
• Noise level - Moderate office environment
• Remote work - Limited remote work may be available based on operational needs

• Minimum 5 years' experience in nonprofit finance and/or HR management
• Strong understanding of nonprofit accounting, including restricted vs. unrestricted funds
• Experience managing grant-funded budgets and compliance
• Thorough understanding of California employment laws and HR best practices
• Working knowledge of Medi-Cal billing and reimbursement structures
• Experience with government contracts and audits
• Familiarity with homelessness services, healthcare, or social services funding streams