Finance and Administration Coordinator

Reports to:

Executive Director Status:
Exempt

Work Location:

In-person

Revision Date:
October 2026

The Finance and Administration Coordinator position oversees all financial matters and works with the members of the management team to achieve crucial goals for the success of the organization. Financial matters include use of Quick Books Online to complete accounting tasks:
Financial transactions, journal entries, payables, receivables, reconciliations of accounts, and all other accounting responsibilities. The Finance and Administration Coordinator oversees all aspects of employee benefits, and acts as a resource for all HSSC team members. They also work with the management team on the hiring process, administrative and donor matters, and other strategic endeavors for the organization.

• Verifies, allocates, and posts details of business transactions to accounts using designated accounting software
  - Quick Books Online
• Records cash receipts and make bank deposits in a timely manner
• Prepares bank deposits from outside fundraising sources and internal shelter operations
• Prepares checks for payment to vendors
• Calculates employee wages from timecards and prepares documents for payment of wages. Prepares withholding, social security and other tax reports
• Monitors employee payroll and immediately addresses concerns with the appropriate supervisor
• Remits Sales and Use tax to the government
• Ensures that receivables are collected promptly
• Maintains an orderly accounting filing system
• Maintains the chart of accounts
• Enters and maintains the annual budget into Quick Books Online
• Coordinates the annual budgeting process and prepares the budget proposal for Board review.
• Provides a monthly summary of financial results and variances to the monthly budget for the Board, highlighting any concerning spending trends
• Conducts a monthly reconciliation of every bank account
• Conducts quarterly reconciliations of all non-cash accounts to ensure their accuracy
• Maintains the petty cash fund with appropriate tracking and documentation
• Issues financial statements to the Executive Director and Board Treasurer as requested.
• Provides information to and consult with the Executive Director and Board Treasurer on any financial matters outside the purview of normal operations
• Verifies tax exemptions, and explores cost saving measures
• Assembles information for external auditors for the annual audit and assist them as needed in the audit process
• Identifies cost reduction opportunities

• Serves as a key member of the management team and helps guide the organization toward our achievement goals
• Supports efforts for streamlining shelter operations with the goal of creating efficiencies
• Engages with the public to answer questions about donations and other inquiries they may have. Follows up on all messages and inquiries. Sends significant inquiries to the Executive Director, the Marketing Coordinator or the Development Director as appropriate
• Provides clerical and administrative support to fellow team members as requested/needed
• Enters donor information into Quick Books Online and donor tracking database.
• Issues donor recognition letters from the donor database in a timely manner for signature by the Executive Director or other representative
• Assists the Director of Operations in the hiring process, including reviewing resumes/applications, assisting with interviewing, and handling onboarding paperwork
• Processes Workers’ Comp submissions as needed
• Tracks and monitors staff FT/PT statuses and staff PTO through the designated HR software – Bamboo
• Facilitates employee mandatory OSHA training
• Monitors employee benefits…