Finance & Administration Manager

Roles and Responsibilities

• Facilitate the smooth onboarding of new employees, including coordinating with payroll systems and setting up necessary administrative access.
• Establish and maintain employee accounts across payroll (ADP) and benefits platforms.
• Execute bi-weekly and special payroll cycles with high accuracy, including the management of tax withholdings, garnishments, and 403(b) contributions.
• File 1099 forms annually on a timely basis.
• Vendor Invoice processing (via cloud-based financial operations platform).
• Recording credit card transactions including managing and collecting supporting documentation for the transactions from the responsible staff members.
• Maintain digital records of financial transactions, ensuring that internal controls are followed.
• Revenue Cycle Management: Manage customer invoicing, accurately record bank deposits in the accounting software, Monitor and analyze receivables.
• Departmental Collaboration: Manage Engagement & Experience Department internal budgeting and contracts with third parties, Manage various trackers including donor subledger; facilities rental payments; program sponsor list and payroll adjustments.
• Staff Relations & Operational Support: Quickly respond to staff inquiries regarding the status of vendor invoice processing, new hire onboarding and any other financial information needed by team members to facilitate completion of the responsibilities. Respond to employee inquiries regarding PTO and paycheck related information. Send reminders to staff to ensure timely submission of payroll, approvals for invoice payment and collection of supporting for credit card charges.
• Reporting: Prepare periodic budget-to-actual reports for individual departments and for full organization, Prepare monthly and quarterly grant reports for ongoing external grants including collection of Phlash statistics to include in reporting for related grants, on a timely basis.
• Other duties as requested possibly including assisting with preparation of audit-related schedules and documentation as requested by the CFO. Assist in identifying opportunities to streamline administrative workflows and improve the organization’s financial responsiveness.

Required Qualifications

• Bachelor’s degree in Accounting, Business Administration, or a related field; 3+ years of experience in bookkeeping, office management, or administrative finance.
• A foundational understanding of nonprofit financial practices (e.g., restricted vs. unrestricted funds) is strongly preferred.
• Proficiency in cloud-based accounting software (e.g., QuickBooks Online) and advanced Microsoft Excel skills (e.g. pivot tables).
• Exceptional interpersonal skills; must be able to explain complex financial policies to staff members in a clear, friendly, and helpful manner.
• Unwavering commitment to confidentiality and the ethical handling of sensitive personnel and financial data.
• Experience with Quickbooks, ADP and Bill.com preferred.
• Experience with prioritizing tasks and managing time effectively to meet deadlines.
• Experience with working productively in a fast-paced, dynamic environment.
• Experience with working independently and as part of a team.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.