Finance and Operations Coordinator

Job Title: Finance and Operations Coordinator
Scheduled Hours: Full-Time/Exempt
Reports To: Executive Director

Position Summary

Under the direction of the Executive Director, the Finance and Operations Coordinator oversees administrative systems and ensures efficient organizational operations. This includes managing member enrollment, data tracking, evaluation support, policy implementation, and executive support. The role also includes human resource planning and management, supporting financial operations through accurate accounting practices, and maintaining the organization's property and vehicles.

Key Responsibilities

Financial Management

• Manage all financial operations, including accounts payable/receivable, cash management, fixed assets, and non-profit accounting (restricted and unrestricted funds).
• Complete monthly readings and submissions for cost allocations (e.g., van mileage, copier use, postage).
• Manage procurement for administrative, development, and building maintenance supplies and assist with program supply orders as needed.
• Oversee property maintenance, subcontractors, and service agreements; supervise maintenance contractors, schedule inspections, and manage permits. Secure quotes for expenses exceeding $1,000.
• Manage vehicle maintenance and scheduling.
• Coordinate IT needs, including initial contact and scheduling of services.
• Liaise with the organization's insurance provider.
• Assist with benefit administration, including insurance enrollments and terminations.
• Prepare filings and reports, assist with annual audit preparation, and maintain secure and confidential records.
• Communicate effectively using email, Outlook calendars, and network tools.

Executive Support

• Coordinate logistics for Board meetings and prepare the monthly reports.
• Support Board committees as needed (Development, Governance, and Finance), including preparing agendas, distributing reminders, recording minutes, and completing assigned follow-up tasks.
• Assist with organizing staff and management team meetings.
• Support grant writing efforts and create grant budgets.

Program Administrative Support

• Manage and maintain membership and donor databases, including Compass 360
• Lead database design, data input, and reporting processes.
• Collaborate with Program Directors to ensure accurate data entry, record maintenance, and timely reporting for annual surveys and grants.
• Represent Girls Inc. at relevant events, trainings, and outreach opportunities.

Human Resources

• Process bi-weekly payroll, including timesheet verification and benefit accrual tracking.
• Update job descriptions and establish hiring, onboarding, and exit procedures.
• Maintain employee benefits programs and ensure compliance with federal and state HR regulations.
• Prepare, update, and recommend HR policies and procedures.
• Design and maintain an effective filing and retrieval system for HR records.

Qualifications and Skills

• Bachelor’s degree in business administration, accounting, or a related field; three years of accounting experience or an equivalent combination of training and experience.
• Strong leadership, analytical, and communication skills.
• High attention to detail, organizational proficiency, and ability to manage multiple tasks effectively.
• Proficiency in Microsoft Office applications (Excel, Word, Publisher, PowerPoint, Outlook); QuickBooks experience preferred.
• Demonstrated ability to follow through, complete tasks accurately, and maintain confidentiality.

Essential Attributes

• Primary leadership areas: executive support, data management, and human resources.
• Confidentiality is critical to this role.
• Ability to manage special projects and adapt to evolving organizational needs.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Weekends as needed

Work Location: In person

Salary : $50,000 - $60,000