Finance & Administration Manager

Responsibilities

• Facilitate smooth onboarding of new employees, coordinating with payroll systems and provisioning administrative access
• Establish and maintain employee records across payroll (ADP) and benefits platforms
• Execute bi-weekly and special payroll cycles with high accuracy, including tax withholdings, garnishments, and 403(b) contributions
• File 1099 forms annually in a timely manner
• Process vendor invoices via cloud-based financial operations platform
• Record credit card transactions, gathering supporting documentation from responsible staff
• Maintain digital records of financial transactions following internal controls
• Manage customer invoicing
• Accurately record bank deposits in the accounting software
• Monitor and analyze receivables
• Manage Engagement & Experience Department internal budgeting and contracts with third parties
• Oversee trackers such as donor subledger, facilities rental payments, program sponsor list, and payroll adjustments
• Respond promptly to staff inquiries about vendor invoice processing, onboarding, and other financial information
• Address employee inquiries regarding PTO and paycheck details
• Send reminders to staff to ensure timely payroll submissions, invoice payment approvals, and collection of supporting documents for credit card charges
• Prepare periodic budget-to-actual reports for individual departments and the organization
• Prepare monthly and quarterly grant reports for ongoing external grants, including Phlash statistics for related grants
• Assist with audit-related schedules and documentation as requested by the CFO
• Identify opportunities to streamline administrative workflows and improve financial responsiveness

Requirements

• Bachelor’s degree in Accounting, Business Administration, or a related field; 3+ years in bookkeeping, office management, or administrative finance
• Foundational understanding of nonprofit financial practices (restricted vs unrestricted funds) preferred
• Proficiency in cloud-based accounting software (QuickBooks Online) and advanced Excel skills (pivot tables)
• Exceptional interpersonal skills with the ability to explain complex financial policies clearly
• Strong commitment to confidentiality and ethical handling of sensitive personnel and financial data
• Experience with QuickBooks, ADP and Bill.com preferred
• Ability to prioritize tasks and manage time effectively to meet deadlines
• Capable of productive work in a fast-paced, dynamic environment
• Ability to work both independently and as part of a team
• Strong analytical and problem-solving abilities
• Excellent attention to detail and accuracy

Technologies

• QuickBooks Online
• ADP
• Bill.com
• Microsoft Excel

Benefits

• 403(b)
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance