Senior Finance Manager: Grants, Budgets & Controls

Careerwebsite; Oakland (CA); On-site; USD 120,000 - 180,000; Full time

Job summary

Careerwebsite seeks a Senior Finance Manager to oversee the Pacific Institute's day-to-day financial operations, including accounting, grants and contracts administration, budgeting, and financial reporting, while maintaining strong internal controls and proper segregation of duties.

You will lead finance staff, drive system evaluations and implementations, and collaborate with the COO, Board Finance Committee, and program teams on financial strategy and performance reporting.

Qualifications

• Experience managing accounting and financial operations for an organization of comparable scale and complexity (e.g. operating budget in the range of $10–20M)
• Demonstrated experience with fund accounting and restricted grant/contract compliance, ideally within a nonprofit organization
• Experience with general ledger and accounting software
• Experience supervising staff and reviewing the work of others
• Strong understanding of internal controls and segregation-of-duties best practices
• Excellent written and verbal communication skills, with the ability to translate financial information for non-finance audiences
• Strong attention to detail and the ability to manage multiple deadlines in a fast-paced, evolving environment

Responsibilities

• Administer the Institute's accounting system, including managing the general ledger, posting journal entries, and closing the books monthly
• Oversee accounts payable and accounts receivable, ensuring accurate coding, timely payment and collection, and proper documentation
• Reconcile all bank and investment accounts monthly, or provide final review and sign-off where reconciliations are prepared by finance support staff
• Maintain effective working relationships with vendors, contractors, and financial institutions
• Coordinate semi-monthly payroll processing across the Institute's domestic and international payroll systems, in partnership with the HR Manager
• Maintain segregation of duties between transaction entry and account reconciliation, and provide hands-on review of higher-complexity coding and reconciliation items
• Maintain and strengthen the Institute's system of internal controls, including segregation of duties across transaction entry, review, and approval
• Lead the annual audit and Form 990 preparation process, coordinating with external auditors to ensure timely completion of audited financial statements and tax filings
• Safeguard and maintain the confidentiality of the Institute's financial and other sensitive data
• Monitor compliance with funder-specific financial reporting requirements and applicable federal, state, and local regulations
• Partner with program staff to develop project budgets for grant and contract proposals
• Track financial deadlines, deliverables, and payment schedules across the Institute's portfolio of grants, contracts, and fiscal-sponsorship arrangements
• Monitor compliance with restricted funding requirements across domestic and international grants, contracts, and fiscal-sponsorship projects
• Prepare and submit funder invoices and financial reports according to each funder's format and schedule
• Maintain grants and contracts financial records in the Institute's database system
• Prepare monthly financial reports for the Board of Directors and staff, including profit-and-loss statements, balance sheets, cash flow reports, budget-to-actual analyses, and project-level financials
• Support the Chief Operating Officer and Board Finance Committee in developing the annual budget and subsequent revisions
• Develop income projections and cash flow forecasts, incorporating pipeline and program data
• Analyze and communicate the Institute's financial position to senior leadership, identifying trends, risks, and recommendations
• Lead the evaluation, implementation, and ongoing administration of financial systems, including integration with payroll, expense, and donor/grants management systems
• Document financial procedures and the reasoning behind recurring decisions, such as account coding and project/class assignment, to reduce reliance on institutional memory
• Identify and implement process improvements that reduce manual data entry and strengthen the audit trail
• Provide leadership, training, and, where applicable, direct supervision to finance support staff, including regular feedback and professional development support
• Act as a thought partner to the Chief Operating Officer and Executive Management Team on financial strategy and organizational planning
• Respond to staff requests for financial information and support financial literacy across the organization
• Partner with the HR Manager on finance-related aspects of HR, including benefits and retirement plan administration

Job description

Careerwebsite seeks a Senior Finance Manager to oversee the Pacific Institute's day-to-day financial operations, including accounting, grants and contracts administration, budgeting, and financial reporting, while maintaining strong internal controls and proper segregation of duties.

You will lead finance staff, drive system evaluations and implementations, and collaborate with the COO, Board Finance Committee, and program teams on financial strategy and performance reporting.