Finance & Grants Manager

Title: Finance & Grants Manager

Status: This is a regular, full-time, non-exempt position.

Classification: Administrative Support III

Pay Range: $33.99-$43.99 per hour, structured within a 6-step scale that accounts for experience and qualifications. The starting salary is dependent on qualifications.

Reports To: Director of Finance

Direct Reports: Finance Assistant

Location: This position is based in Salinas, California, with the potential for a hybrid work schedule. The specific hybrid arrangement can be discussed and tailored based on individual and team needs and requires work in the Salinas office (at least 50% of the time) as well as regular travel throughout Monterey County and occasional out-of-county travel.

Schedule: Regular business hours are 8:30 a.m. – 5:00 p.m., Monday through Friday

ABOUT US:

First 5 Monterey County provides funding for and works in partnership with local organizations that serve young children to provide direct services to primarily Medi-Cal families. These organizations are contracted with First 5 Monterey to provide early childhood-focused services by building trusting relationships with families, co-creating shared care plans, conducting screenings and assessments, sharing health educational resources, and collaborating with multi-disciplinary teams to support families to reach their goals related to the health and wellness of their children and family. Through these services, we aim to address social determinants of health, reduce health disparities, make connections to mental and physical health care, and support our families to thrive.

First 5 Monterey County (F5MC) is committed to fostering a positive, inclusive, and respectful

workplace. We value equity, trust, healing, connection, and prevention. We are all individuals who embody these values and contribute to a thriving work environment.

POSITION SUMMARY:

The Finance & Grants Manager role supports F5MC by overseeing day-to-day financial activity, maintaining accurate financial records, and ensuring compliance with financial policies and regulations. The position requires significant financial and accounting skills and experience. This role plays a vital part in managing grants, budgets, contracts, and financial reporting under the direction of the Director of Finance while working closely with internal teams. The ideal candidate is a strong financial manager, collaborative team player, capable of leading financial processes, mentoring staff, and solving problems together to meet organizational goals.

DUTIES AND RESPONSIBILITIES:

Accounting and Finance (40%)

• Under the supervision of the Director of Finance, oversee the chart of accounts, financial software, and reporting systems ensuring policies and procedures comply with Generally Accepted Accounting Principles (GAAP), and regulatory requirements.
• Manage day-to-day financial activity to ensure responsible stewardship of resources, including purchasing, invoicing, reimbursements, and other financial transactions. Ensure accuracy and completeness of financial data and supporting documentation.
• Complete bookkeeping tasks such as posting transactions and journal entries, adding and updating vendor information, uploading budgets, and creating custom reports. Ensure that all transactions are properly accounted for, and that the financial systems are maintained under all agency procedures and controls. Direct Finance Assistant as needed.
• Oversee procurement process, including receiving and inventorying materials and equipment.
• Manage banking, including investment, procurement cards and reconciliation activities.
• Facilitate cash and fund transfers as directed.
• Support budget development, projections, and revisions in coordination with the Director of Finance. Manage the annual Commission budget, monitor budget performance, and provide regular financial reports.
• Prepare and generate financial statements, including balance sheets, income statements, and cash flow statements. Manage cash flow and support long-term financial planning and reporting.
• Identify, evaluate, and advise F5MC on opportunities for improved financial operations, recordkeeping, and reporting.
• Manage petty cash for internal control.
• Support the Director of Finance with annual audits and agreed-upon procedures as needed, providing documentation, and drafting responses to audit questions.

Grant Management (25%)

• Manage grants, ensuring compliance with funder requirements.
• Coordinate with program teams to ensure grant funds are maximized and utilized in alignment with grant conditions.
• Support decision-making on grant expenses in coordination with Program staff and finance team, in accordance with the grant budget and funder requirements.
• Monitor grant progress, track expenses, and ensure compliance with grant requirements.
• In collaboration with F5MC’s staff and partners, provide timely and accurate financial reports for funders to meet deadlines across all funding relationships.
• Track all incoming grant agreements for their financial requirements and other terms.
• Work in coordination with Program Officers to support fiscal requirements of grant proposals.
• Coordinate all financial reporting for F5MC’s grants and contracts by working closely with the Director of Finance and Program Officers to allocate expenses according to budget and financial policies and regulations.
• Maintain accurate records of grant-related activities.

Procurement and Contract Management (15%):

• Support the Director of Finance in managing contract and procurement matters - research legal terms for procurement documents, maintain compliance with legal requirements, and develop appropriate templates. Direct Finance Assistant as needed.
• Manage procurement, including development and coordination of formal processes to ensure selection aligns with legal requirements and fiscal policies and procedures.
• Manage contract development, negotiation, approvals, performance tracking, and record-keeping, ensuring alignment with program needs, legal requirements, and budgets.

Payroll & Accounts Payable (10%):

• Work with the Finance Assistant to administer payroll processes, including salary calculations, deductions, and tax compliance. Ensure accurate and timely disbursement of employee salaries.
• Annually, review all COLA calculations and support the preparation of Commission recommendations.
• Review and apply payroll allocation to grants and staff time and effort reporting to ensure compliance with funder and regulatory requirements.
• Supervise and support Finance Assistant with accounts payable.

Cross-Team Collaboration & Leadership (10%):

• Foster cross-team collaboration by aligning goals, streamlining communication, and driving initiatives that enhance teamwork and overall impact.
• Identify financial management capacity gaps and training needs assessments for F5MC staff and provide hands-on support and training for proper and effective use of resources.
• Collaborate with internal team members and mentor staff on financial matters.
• Lead problem-solving efforts and improve financial processes using a REDI lens and centering the vision and mission of F5MC.
• Supervise Finance Assistant, providing regular check-ins and feedback, and opportunities for learning and development.

QUALIFICATIONS:

• Minimum of 5 years of experience in finance, accounting, or grants management, with a focus on non-profit organizations, public organizations or grant-funded projects. Applicants might possess an advanced degree in a related field such as Finance, Accounting, Business Administration, or a related field. Commensurate work experience will also be considered.

SKILLS, KNOWLEDGE & OTHER REQUIREMENTS:

• Financial reporting, budgeting, and accounting expertise.
• Procurement and contract administration knowledge.
• Financial report and budget preparation and analysis skills.
• Accounting software and financial tools proficiency.
• Strong communication, organizational, problem-solving skills, and attention to detail.

AGENCY REQUIREMENTS:

• Ability to travel independently within Monterey County to attend meetings as needed.
• Documented eligibility to work in the United States.
• Full-time availability during F5MC’s business hours. Flexibility may be required for events or to meet project deadlines, including occasional evening or weekend work. Employees will be expected to be onsite for key meetings and collaborative work while having the flexibility to work from home on other days.

AGENCY EXPECTATION: It is expected that as a staff person for First 5 Monterey County you will:

• Embrace Collaboration: Actively seek input from colleagues, value diverse perspectives, and work effectively as part of a team.
• Demonstrate Empathy: Understand and respond to the needs and feelings of others, fostering positive relationships and a supportive work environment.
• Practice Effective Communication: Communicate clearly, concisely, and respectfully, both verbally and in writing.
• Maintain a Positive Attitude: Approach challenges with a positive mindset and a willingness to reach a collaborative solution approach.
• Respect Others: Treat colleagues with dignity and respect, avoiding any form of bullying, harassment, or discriminatory behavior.

WHAT WE OFFER: F5MC featured benefits include vacation leave; paid sick leave; 9 paid holidays; plus 5 weekdays from December 25 – 31; employer paid medical, dental, vision and life insurance; 7% F5MC provided retirement contribution of 7% of the annual base pay; and bilingual pay allowance.

First 5 Monterey is an equal opportunity employer and will not discriminate against any employee or applicant for employment in any unlawful manner, including on any basis protected by federal, California, or local law.