Position Summary

The Fiscal Operations Analyst plays a key role in supporting Congreso’s Fiscal department and ensuring the Administration Division has seamless operations and compliance. This role is responsible for the effective management of several key functionals of the agency’s administrative division, including Fiscal Management duties, Compliance Oversight and General Operations. The Fiscal Operations Analyst supports a broad range of day-to-day operations including financial transactions, tracking and reconciliation processes, monitoring of agency operation functions such as coordination with vendors, suppliers, insurance policies, and a variety of compliance elements to ensure the agency’s stability and progress. This position has access to important information and records and is responsible for upholding all appropriate internal controls, confidentiality and adherence to all fiscal compliance protocols.

This position reports to the Accounting & Payroll Director. This is a remote position with a few visits per year to the office for meetings or training.

The Fiscal Operations Analyst applies the principles of the organization’s signature service delivery approach, Primary Client Model (PCM™), by promoting a positive employee-focused experience that is appreciative of the unique strengths, values and needs that each employee brings to the workplace; and by using data to inform and drive decision making. Attention is given to compliance, quality assurance, and best practices as they relate to employee experience, records management, and data integrity and usability.

Congreso is committed to attracting and retaining candidates who have a passion for their work and will serve as ambassadors of the agency’s mission, values, and DEI&B vision.  We encourage all qualified individuals, including those of diverse backgrounds, differently abled, LGBTQ , and women to apply.   Congreso is an Equal Opportunity Employer.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential

functions listed below.

Fiscal Management

• Reviews and enters credit card transactions from expense reports for two program divisions. 
• Prepares, posts, and sends invoices to Congreso’s tenants, and manages transactions between Congreso’s various business entities and buildings.
• Communicates and coordinates with tenants regarding invoicing questions and concerns.
• Receives and records all purchase orders (PO) for the organization in the accounting system PO module.
• Records and posts journal entries, sales entries, and accounting transactions; prepares reports, performs analyses and records reclassifications as needed. Maintains records for the department.
• Assists the Accounting & Payroll Director and Congreso’s Fiscal team with preparation and execution of annual financial audits and periodic program/funder audits. 
• Supports the CFO and Fiscal Department with strategic accounting projects and analyses, as assigned. 

Compliance Oversight

• Coordinates with VP of Strategy and Administration to ensure compliance with supplier diversity standards.
• Researches, prepares, and tracks list of certified minority and women owned companies. 
• Prepares quarterly and semi-annual compliance reports and forwards to appropriate staff for deployment.
• Assists in updating the annual agency Supplier Diversity plan during the annual budgeting process.
• Attends ongoing training to ensure best practices in supplier diversity.

General Operations

• Coordinates with VP of Strategy and Administration to manage contracts for Facilities and IT and reconcile corresponding monthly expenses. 
• Supports renewal and management of insurance policies including completing annual renewal applications, uploading invoices, initiating payments, resolving claims, and reconciling monthly insurance activity.
• Maintains and updates list of Certificates of Insurance (COI’s) required for funders and contracts, and other insurance related duties as required. 
• Maintains and oversees the operations of the agency’s physical record storage, including identification of all materials stored, planning & scheduling inventory pick-ups, deliveries, and destruction, maintaining records of all transactions and activities and communicating and resolving any issues with staff and the facility.
• Manages corporate accounts with Amazon and WB Mason including creating and closing staff accounts.

• Supports Facilities Management team with properly coding vendor invoices.

Competencies (Knowledge, Skills, and Abilities)

All Staff Competencies

• Basic understanding of Congreso’s mission, values, DEI&B vision, Mission2Impact, Primary Client Model, programs, and services.
• Demonstrates knowledge and understanding of the community needs and demographics.
• Ability to understand, acknowledge, and assess client needs to provide a timely, trauma informed approach in service.
• Ensures the appropriate handling of sensitive information and understanding for issues such as confidentiality, domestic abuse, child abuse, and mandated reporter requirements.
• Adheres to all Congreso, departmental, programmatic, and security policies, procedures, and guidelines.
• Attends all Congreso trainings and in-services as required, including relevant professional groups to maintain professional, requisite knowledge and licensure.
• Attends, participates, and facilitates relevant staff meetings to promote communication and execution of goals.
• Ability to effectively use standard office equipment, including a variety of common software programs such as Office365, UNIDAD, and other customized databases.
• Follows through on assignments, works in a timely manner, within established deadlines, and completes special projects specific to the function of the department, as needed or as directed by supervisor.
• Demonstrates ability to work independently and collaboratively with diverse groups, in a compassionate, courteous, and respectful manner that fosters an inclusive environment.
• Strong written and verbal communication skills including effective and respectful communication with individuals and groups.
• Bilingual (Spanish/English) written and verbal skills a plus.

Supervisory Responsibilities: 

This position does not have supervisory responsibilities.

Minimum Experience, Education, and Qualifications

Minimum Education: 

High school diploma or GED/HISET required. Associate or bachelor’s degree in administration, management, accounting, or social services a plus.  Experience in lieu of education considered.

Minimum Experience: 

3 years’ experience in operations, administration, accounting, and/or related functions required.  Experience in nonprofit accounting or insurance a plus. 

Computer proficiency in cloud applications and Microsoft Office Suite required.

Certification/License:  

Mandated Reporter and Supporting Children and Families with Disabilities training certificates required and may be completed post hire.