Operations and Financial Management Associate

Maryland Nonprofits; Baltimore (MD); On-site; USD 62,000 - 68,000; Full time

Job summary

Baltimore Green Space is seeking an Operations and Financial Management Associate to serve as the backbone of the organization’s administrative activities in Baltimore. The role coordinates outsourced accounting, payroll, IT, HR, and facilities to ensure financial health and compliance with funding requirements.

The ideal candidate will have a strong business sense, nonprofit accounting experience, and the ability to manage multiple priorities with excellent communication and detail orientation.

Qualifications

• Bachelor’s degree in business administration, accounting, finance, or equivalent.
• 3+ years of progressively responsible experience in finance, accounting, HR and team collaboration.
• Outstanding oral and written communication skills.
• Strong proficiency in MS Office apps (Word, Excel, PowerPoint, Outlook).
• Strong proficiency with QuickBooks or similar accounting software.
• Familiarity with Bill.com and Salesforce.
• Ability to work in a fast-paced environment with attention to detail.

Responsibilities

• Coordinates with outsourced accounting and audit professionals; perform routine accounting tasks.
• Maintain comprehensive accounting records in an organized manner.
• Prepare financial analyses and reports.
• Assist in monthly budget reports and year-end audit package.
• Coordinate with Executive Director to prepare the annual budget.
• Ensure annual processing of 1099s.
• Manage 401(k) retirement plan deposits, administration and annual audit.
• Process bi-weekly payroll with outsourced payroll company.
• Provide HR coordination for hiring, onboarding, benefits and compliance.
• Conduct semi-monthly payroll audits.
• Maintain organizational records per retention policy.
• Serve as facilities point-of-contact; manage office supplies and mail.
• Support IT: maintain passwords, troubleshoot basic issues, liaise with IT vendor.
• Assist with donor relations and board administration tasks.

Skills

Communication skills

Time management

Multi-tasking

Customer service

MS Office

Attention to detail

Education

Bachelor’s degree in business administration, accounting, finance

Tools

QuickBooks

Bill.com

Salesforce

MS Office

Job description

Operations and Financial Management Associate

Overview:

Baltimore Green Space is a registered non-profit that serves as Baltimore's environmental land trust. We promote vibrant neighborhoods and a healthy environment through land preservation, research, and community advocacy. Our vision is to be a leader and partner in ensuring that community managed open spaces and forest patches are considered priority assets in the growth and redevelopment of Baltimore.

This position will operate as the backbone of the administrative activities of the organization and facilitate seamless communication between outsourced functions, most notably those related to financial management. The ideal candidate will possess a strong business acumen, a seasoned ability to manage multiple priorities, and a keen understanding of nonprofit accounting. In this role, you will play a key role in ensuring the organization's financial health and compliance with government and funding agency requirements.

Key Priorities and Responsibilities:

Accounting & Financial Management:

• Coordinates with outsourced accounting and audit professionals. Support the team to complete routine accounting assignments, including accounts payable, accounts receivable, process receipt of cash, checks & online transactions, and monthly reconciliations.

• Ensures that comprehensive accounting records are maintained in an organized manner.

• Prepares and/or assists in preparing financial analyses, financial reports

• Assists in preparing monthly budget reports and the year-end audit package.

• Coordinates with Executive Director to prepare the organization's annual budget.

• Ensures annual processing of 1099s.

• Manages the 401(k)-retirement plan including timely deposits of employee deferrals, plan administration, and annual compliance audit.

HR and Payroll Administration:

• Main point of contact for processing bi-weekly payroll with outsourced payroll company. Ensures garnishments, taxes, and other withholdings are properly deducted and reported.

• Provides human resources coordination in such areas as new employee hiring and on-boarding, background checks, payroll, employee benefits, retirement plan, employee off-boarding, and annual compliance reporting. Includes liaising with broker, carriers and employees regarding enrollment, coverage and claims issues.

• Conducts semi-monthly audits to ensure proper payments and deductions occur.

• Maintains organizational records in accordance with record retention policy.

Facilities & Operations Management:

• Serves as point-of-contact for facilities management.

• Orders and replenishes office supplies.

• Opens and processes daily mail and distributes to appropriate staff members.

• Maintains inventory lists of office assets, including those in storage.

Technology Support:

• Maintains passwords for various systems and accounts via the company CRM.

• Troubleshoots basic tech issues (hardware and software).

• Acts as main contact with I.T. vendor.

• Manages documents on the internal and cloud servers.

Marketing/Communications/Donor Relations

• Supports execution of annual and spring campaign, with direction from Executive Director and Development Manager.

• Provides donor acknowledgements and proper receipts to vendors.

Administration and Board Support

• Submits annual compliance reports for subscriptions or agencies as necessary

• Maintains annual charitable registration, property tax filing, Form 1 annual report, and other relevant filings.

• Maintains relevant registrations and memberships for organization.

• Manages organizational calendars of activities (board, fundraising, office, gantt chart).

• Manages organization's general inbox, disseminating inquiries to relevant staff.

• Maintains board of directors documentation, including meeting material, board portal, directory, conflict of interest, and pledges.

Other duties as assigned.

Qualifications:

• Bachelor’s degree in business administration, accounting, finance, or an equivalent combination of education and experience.

• 3+ years of progressively responsible experience and proven success in finance, accounting, HR and team collaboration.

• Outstanding oral and written communication skills.

• Customer service and goal-oriented, solutions mindset, and the ability to interact positively and professionally with fellow team members.

• Strong proficiency in MS Office applications (Word, Excel, PowerPoint, and Outlook).

• Strong proficiency with QuickBooks or similar accounting software.

• Familiarity with Bill.com and Salesforce is beneficial.

• Ability to work in a fast-paced environment, with excellent time management skills and attention to detail.

• Ability to maintain confidential and meticulous records.

• Strong organizational and planning skills with attention to detail and ability to multi-task, while staying ahead and on-track with work assignments.

Salary & Benefits:

Salary and benefits are competitive for a non-profit organization. Salary is commensurate with education and experience, range between 62,000-68,000.