Grants & Finance Coordinator

Description

Background:

Tulsa Responds is a limited liability company (LLC) of Tulsa Community Foundation (TCF) dedicated to making a positive impact on individuals, families, and communities in Tulsa County by providing free and easily accessible support for tax filing, comprehensive enrollment in publicly funded benefit programs and financial counseling. They increase reach and convenience by offering assistance in English and Spanish at a main central site and several partner locations.

Together in collaboration with local non-profits and public agencies, Tulsa Responds simplifies enrollment in programs that increase opportunities for financial stability and economic mobility.

Position Summary:

The Finance & Grants Coordinator plays a critical role in managing the financial functions and grant administration of the organization. The role maintains deep understanding of contracts and grant/funding requirements, defines appropriate systems and procedures to manage and track performance, effectively analyzes data and translates to valuable insights, proactively utilizes financial & non-financial data to influence organizational/program strategies, ensuring compliance and overall financial stewardship.

The Coordinator works closely with the Management Team to facilitate and manage budgeting, forecasting, and reporting processes, and familiar with basic auditing practices to identify and address issues to ensure efficient operations within regulatory and donor guidelines. This position reports to the Director of Operations.

Responsibilities / Essential Job Function:

The following functions represent the majority of the duties performed by the position. The description is not meant to be all-inclusive or prevent other duties from being assigned when necessary:

Financial Operations:

• Maintains depth of knowledge regarding TCF budgeting and accounting processes and systems, in alignment with financial resources and guidelines.
• Facilitate annual development and ongoing management of organizational and program budgets, in close collaboration with the Executive Director and Management Team.
• Manages financial reporting processes (monthly/quarterly/annual financial reports) and facilitates communication of financial reports and insights within Tulsa Responds as well as with key stakeholder groups and community partners as needed.
• Assists in the tracking of Fund activity and performs cash flow analysis to predict the need for additional pledged funding, all as part of the financial reporting process in close alignment and collaboration with finance and accounting teams. Monitors expenditures and cost-effectiveness of TR programs, making financially sound decisions in collaboration with the TR Management Team and external partners.
• Understands all elements of contract service agreements and MOU requirements, implements proper tracking systems, and manages invoicing process with partner/community agencies.
• Maintains TR employee data in Paylocity and works closely with managers and supervisors to ensure time card approvals and accurate payroll processing in alignment with HR policies and procedures.
• Establishes accurate set-up, tracking, and financial reporting capability at the program or project level, ensuring proper alignment of employee assignments in Paylocity and effective categorization of actual and budgeted expenses in Quick Books to enable detailed and accurate reporting at the granular program or project level.
• Communicates and manages expense reporting processes and procedures in alignment with TCF policies, ensuring proper documentation and receipts, timely approvals, and reimbursements.
• Works closely with scheduling and program team supervisors to proactively plan and analyze workforce staffing, seasonal programming needs, marketing support, and other variables to effectively budget and manage financial outcomes in the service of programmatic goals and fiscal responsibility with the Management Team.
• Support audits, preparation of financial statements, Form 990, and other filings as needed.

Grants Administration:

• Supports Management Team in creation of funding/grant strategies, identifying grant opportunities, evaluation of grant requirements, and gathering information for the grant application process.
• Oversee the full life cycle of grants received, including pre-award preparation, post-award compliance, reporting, and close-out activities.
• Maintain accurate records of grant documentation, reporting schedules, and correspondence with…