Fiscal Contracts Management Associate

About Fresh Lifelines For Youth

Fresh Lifelines for Youth is an award-winning non-profit whose mission is to partner with youth to unlock their potential, disrupt the pipeline to prison, and advance justice in California and beyond. By 2030, through partnering with young people, communities, and systems, FLY will contribute to the fight for equity and justice by taking concrete steps to dismantle California’s pipeline to prison, equip 30,000 youth to transform their lives, and create meaningful opportunities for them to live healthy, free, and productive lives.

About the role

Reports To: Associate Director of Fiscal Contracts Management
Community: Org-Wide
Office Location: San Jose, CA (up to 50% hybrid role of in-person and remote)
Status: Full-time, non-exempt

Responsibilities

• Prepare monthly and quarterly invoicing for government contracts, ensuring that all elements of the contracts are processed and submitted for payment on a timely basis
• Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms
• Actively follow up with internal teams to gather missing documentation, timecards, receipts, and other information required for billing and compliance
• Work closely with Accounting and Program Management teams to resolve fiscal discrepancies and streamline workflow processes
• Identify financial variances, potential issues, and risks within contracts; recommend adjustments or budget modifications as necessary
• Record and post incoming government payments, remittances, and receipts in the accounting system
• Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation
• Maintain accurate records of all contract documents
• Maintain contract tracking tools, dashboards, reporting, and reconciliations
• Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible
• Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling
• Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations based on findings
• Support Associate Director of Fiscal Contracts Management in the creation of contract budgets
• Provide necessary documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements
• Review functional timesheets for completeness and contract compliance, following up directly with supervisors and staff to resolve missing, incomplete, or late entries prior to external deadlines
• Assist with reporting and other administrative tasks as needed to maintain contractual compliance

Requirements

• Deep commitment to equity, social, racial, and economic justice
• Knowledge of basic accounting concepts
• Excellent attention to detail and analytical skills
• Strong communication and organizational skills
• Adaptability and the ability to work collaboratively across teams
• Ability to manage multiple priorities
• Intermediate proficiency in Microsoft Excel/Google Sheets
• Problem-solving and critical thinking skills
• Belief in FLY’s vision and mission and resonance with FLY’s values: accountable, dedicated, respectful, equitable and just, loving, innovative, hopeful, and youth-centered

Core Competencies

• Cultural Responsivity: Demonstrates an openness and commitment to equity, justice, and belonging; aware of one’s own bias and privilege; builds an understanding of systems of oppression and values diverse perspectives; takes actions to learn and contribute to an environment that creates power-sharing, access, and opportunity within the community.
• High Quality: Owns work, is accountable, and takes initiative to produce high-quality results; sets and achieves standards that demonstrate a high level of care and commitment to the mission, population, colleagues, and partners.
• Collaboration: Works effectively within a team and intentionally across teams to contribute to FLY’s mission and agency goals; exercises strengths and builds on the strengths of others.
• Communication: Conveys information effectively with consideration of the situation and audience; communicates clearly with people of different backgrounds and cultures; demonstrates self-awareness, empathy, and active listening.
• Problem Solving: Applies critical thinking to problem solving that considers multiple perspectives and actively identifies creative solutions to address individual and systemic challenges.
• Adaptability: Adapts and responds to change effectively; engages in continuous learning, maintains a solutions orientation, and proactively seeks opportunities to be supportive of change that best serves the mission.

Benefits

• Full medical, dental, vision, and chiropractic healthcare and retirement contribution match
• 10+ PTO days
• 12 holiday days
• 3–4 additional “rejuvenation days off” twice per year in July and December
• Annual wellness funds
• Annual professional development funds
• Employee Assistance Program
• Annual staff retreat, holiday party, end-of-year celebration, team off-sites, and other FLY events
• Customize your work schedule (dependent on supervisor approval based on positional and departmental needs)
• Hybrid of in-office and remote work (frequency of required in-person work is dependent upon the role)
• 8 hours of civic engagement
• Mileage reimbursement

Pay

$30.29 per hour

Schedule

Hybrid role based in or near San Jose, CA