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Finance & Operations Manager

Position Overview
The Senior Finance and Ops Coordinator will manage the organization’s financial operations in partnership with our outsourced finance and accounting firm and in alignment with Propeller’s financial and operational policies and procedures. This includes grants allocations and the financial portion of grants management, oversight of accounts payable and receivable, payroll, budgeting, production of financial statements and reports, and operational compliance (taxes, insurance, etc.) The Senior Coordinator is responsible for stewarding Propeller’s funds and managing the organization’s finance and accounting functions. 
Major Responsibilities & Outcomes
  • Financial Grants and Donor Management: Ensures compliance with donor requirements and wishes. Partners with external finance contractor to ensure expenditures are properly allocated, collates financial reporting materials for all donor segments, maintains accurate and updated budgets for all on a monthly or quarterly basis, ensures compliance with restricted v. unrestricted grant restrictions, processes donations, timely and accurate support to senior staff in budget preparation and pro formas, and notifies senior staff when grant budgets need amendments.
  • Oversees processing deposits, payments, and contracts: In partnership with external finance and bookkeeping contractors, ensures that all accounting for the nonprofit, including our co-working facility, is done in accordance with Propeller Financial Policies and Procedures. This includes coordinating with organizational vendors in executing billing process, resolving vendor questions, and processing bills, invoices, requisitions, sub-grants, and timesheets as needed. Coordinates with internal and external stakeholders so that relevant organizational contracts, agreements, and receipts are accurately drafted, completely correct, and submitted according to schedule.
  • Ensures an accurate and current accounting of the financial position of the organization: Partners with the external finance and accounting contractor to ensure timely and accurate processing of the monthly close checklist in full compliance with Propeller Financial Policies and Procedures and donor/grant contracts for both the nonprofit and co-working facility. Specific tasks include: reviewing and correcting cost allocations, monthly net asset roll forward, deposits, and departmental budget to actuals. External contractor is responsible for statement reconciliations and bookkeeping.
  • Audit and Tax Prep: Prepares for annual audit and tax filings in partnership with external finance and accounting contractor by maintaining accounting, files, procedures, and reports throughout the year in preparation for the yearly audit, performs yearly audit prep and works with auditors and external finance contractor during audit to produce a clean audit (no deficiencies, minimal adjusting journal entries, or auditor-stated areas for improvement.)
  • Financial Reporting and Budgeting: In partnership with external contractor and leadership team, prepares accurate and easy-to-understand pro formas and budget to actuals for different stakeholders – board, ED, and departments – to ensure appropriate planning takes place. Works with department leads to develop the organization’s annual budget forecasts. Results include strong understanding of budget scenarios, decentralized and smooth departmental budgeting processes, and quarterly/biannual rebudgeting process if restricted revenue requires rebudgeting. Generate, analyze, and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements, and oversee all financial, project/programs and grants financial reporting. Implement a robust contract management and financial management/reporting system. Serves as liaison to Propeller Board Finance Committee.
  • HR compliance and administration: Oversees payroll and benefits administration. Maintains consistent accuracy of payroll, withholding, and benefits (e.g. health insurance, PTO, etc.) payments. Ensures new hire documents are complete and accurate and that new hires/contractors receive documents in a timely and user friendly fashion. Processes documents in a timely manner and in compliance with employment regulations.
  • Operational Compliance: Ensures all tax amounts are accurate and paid on time.  Maintains appropriate insurance coverage for all aspects of the business. Drafts contracts using company templates, and ensures Propeller’s work with contractors is in compliance with best practices.
  • Supports: The development team and Executive Director in fund development goals and grant reporting, the board finance committee management, and the Operations and Facility team in pro forma development.
Critical Competencies
  • Experience in nonprofit grants management.
  • Experience in nonprofit accounting (e.g. revenue recognition, public support testing, 990 reporting).
  • Working knowledge of GAAP, audits, and other regulatory requirements in the financial field.
  • Expert computer skills, including Office, with proficiency in Excel and Quickbooks.
  • Ability to translate financial concepts to – and to effectively collaborate with – programmatic and fundraising colleagues who do not necessarily have accounting backgrounds.
  • Emotional intelligence and maturity – Able to tune into others’ feelings, thoughts, and motivations and earn trust by consistently demonstrating integrity, authenticity, humility, growth mindset, and professional competence. Takes responsibility for resolving inquiries from teammates with accurate, consistent, and timely responses.
  • Reliability – Lives up to verbal and written agreements.
  • Organization, planning, and attention to detail – Able to meet deadlines and prioritize multiple simultaneous requests. Able to produce significant output with minimal wasted effort. Track record of successfully and efficiently driving projects to completion. Strong time management skills and ability to communicate production timeline on multiple projects. 
  • Attention to Detail – Precision and quality focused, methodical, with great patience and attention to detail. Does not let important details slip through the cracks or derail a project. 
  • Analytical Skills – Able to structure and process qualitative or quantitative data and draw insightful conclusions. Enthusiasm and passion for data, data analysis, process management, process testing, details, and accuracy.
  • Proactivity and quick learning – Comfortable working independently. Brings new ideas to the organization. Demonstrates ability to quickly and proficiently understand and absorb new information.
  • Bachelor’s or equivalent knowledge + 3-5 years experience, or Master’s or equivalent knowledge +1-3 years’ experience.
Compensation
  • Salary begins at $57,000+ annually.
  • Propeller also offers a competitive benefits package that includes health, dental, and vision insurance; long- and short-term disability insurance; retirement, paid time off, and professional development.
Travel with some evening and weekend work required. This is a salaried and exempt position. 
Start Date: Feb-April 2020