Nonprofit Finance and Operations Manager

Nonprofit Finance and Operations Manager Organization:                  Coastal QuestPosition Type:                 Full-timeLocation:                           Headquarters in Oakland, CA Organizational DescriptionCoastal Quest is a 501(c)3 nonprofit working collaboratively with communities to build a more resilient coast by increasing inclusive, science-based planning, governance, financing, and project implementation for a just, prosperous, and sustainable future. Coastal Quest works around the world, from white water to blue water, on lakes and shorelines, and at the land-water connection. We provide project management, science and technical expertise, connect partners with financial and human resources, contract management, grantmaking, and facilitation of public-private partnerships. We are purposefully nimble, designed to solve multifaceted and complex coastal issues. We are here to achieve resilience goals, reduce threats, and implement solutions. Essential Functions: The Coastal Quest team seeks a Finance and Operations Manager to lead on finance, budgeting, invoicing, and billing for private and governmental grants, and at an organizational level. The Finance and Operations Manager will also work closely on fundraising related responsibilities, including reporting from Salesforce and managing grants in the database. The ideal candidate has a strong background in finance, especially budgeting, along with a background in managing complex government grants and contracts, at the state and federal level, as well as experience with private funders and private-public foundations such as NFWF. In addition, the ideal candidate will be willing and able to assist on general organizational support matters such as office admin, IT, HR, events, and correspondence. 40% of the Manager's time will be spent on general finance, 40% on grants administration, and 20% on fundraising support and general organizational support. The Manager will report to the Director of Finance and Grants Administration. The ideal candidate will have experience in grants, finance, and administration and be excited to join a growing and entrepreneurial team. Key finance functions:·        Assist in the preparation of the bi-weekly payroll.·        Communicate new grants to accounting team with internal grant name and number.·        Manage financial systems, including accounts payable and receivable, payroll, and financial reporting·        Coordinate with accounting vendor on general invoicing and bill management, including scanning, coding, and submitting documentation.·        Coordinate with and provide financials to the Finance Director for audit·        Work with accounting partner to ensure accurate recording of grant expenditures in QuickBooks and provide corrections and clarifications. ·        Generate reports from QuickBooks on request and partner with project managers and accounting vendor on reconciling grant financials.·        Support project leads in preparing grant invoices. Key grant and fundraising functions:·        Ensure that grant agreements are correctly executed and recorded (grants received and grants Coastal Quest administers).·        Calendar deadlines for grants and coordinating with project leads to submit reports and proposals complete and on time.·        Budgeting, including for state and federal grants.·        Work with accounting partner to ensure accurate submission of grant expenditures and provide corrections and clarifications.·        Record donations and grants in Salesforce.·        Assign grant names and numbers and communicate to all staff and accounting vendor, ensure that proper nomenclature is carried throughout our databases and tracking systems.·        Generate Salesforce reports.·        Create and mail thank you letters.Key Operations functions:·        Receive and post mail.·        Coordination with IT.·        Ordering and maintaining supplies.·        Support for Director of Finance and Grant Administration and Executive Director as needed.·        Coordinate with and support information needs for external vendors for HR, benefits, IT, and accounting.·        Coordinating HR on-boarding and off-boarding paperwork.Primary Responsibilities: Budgeting for fiscally sponsored projects and grants.Accurate budget tracking and reconciliations as needed working with accounting team.Support all aspects of grants and contract management for Coastal Quest and fiscally sponsored projects, working collaboratively with project managers.Track and manage public and private grants, contracts, and budgets for Coastal Quest and fiscally sponsored projects.Manage Coastal Quest's invoicing and bill pay process by submitting and coding accounts payable in a timely and organized fashion to third party finance partner.Work collaboratively with the Director of Finance and Grants Administration on administration and financial reporting to the Board of Directors. Apply forward-thinking operation initiatives to improve non-profit abilities for effectiveness and efficiency. Perform general office activities, HR, and project support on a variety of programs.Support multiple projects with the ability to work independently, set deadlines, and ensure personal accountability.  Qualifications:·        Strong finance and grants administration background.·        Experience with contractual and financial management of state and federal government grant-makers is preferred.·        Attention to detail and strong organizational skills - for yourself and to support the teams you work with - with ability to prioritize heavy workloads.·        Experience managing sensitive and proprietary information with discretion and confidentiality·        High level of professionalism and ability to be flexible in a growing organization.·        Excellent oral and written communication skills.·        Proven history and desire to work largely independently and showing great initiative, creating policies and processes from scratch.Knowledge and Experience: Bachelor's Degree in Finance, Accounting, Business Administration, Human Resources, or related field.5+ years' related professional experience or equivalent combination. Non-profit accounting experience preferred.Applicable experience with grants and contract management.Experience using CRM systems, especially Salesforce.Experience using accounting and financial reporting systems.Experience with government regulations related to grants and contracts.Experience, coursework or other training with U.S. Federal Uniform Guidance, state and local regulations, and standard contract clauses.Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated. Experience working with fiscally sponsored projects a plus. Job Opportunities - Coastal QuestApplication Instructions: Please submit your application by emailing 1 pdf with the following to : 1 page cover letter Resume 3 references Please write your subject line as "Application for Finance and Operations Manager" Salary: $75,000-$95,000 depending on qualifications and experienceBenefits: Competitive package, including health, eye, dental, 401k, paid time off, holidays and sick leaveClosing Date: Open until filledLocation: Headquarters in Oakland, CA. Minimum 3-4 daysweek in-person office hours expectedJob Opportunities - Coastal Quest  Coastal Quest is fully committed to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment and where employees are treated with respect and dignity.

Created: 2024-11-06