Position Summary
The Fiscal and Operations Coordinator is a salaried, full-time, non-exempt position that requires 3+ years of experience in finance operations and systems, budgeting, grants management, and organization operations and support.
The position performs financial reconciliation of federal and State grants, bank, and credit card accounts; processes accounts payable including invoices and reimbursement requests, prints check, secures signatures; files electronic forms; coordinates billing; prepares the annual budget; issues 1099s, updates fiscal policies and procedures, maintains all hard copy fiscal files and performs designated tasks for the organization’s annual audit.
This position supports the senior staff, and is expected to report to work daily from the Nevada Volunteers headquarters based in Reno, Nevada. The Fiscal and Operations Coordinator reports to the Executive Director and works closely with the Director of AmeriCorps and the Commission Executive Committee to facilitate adoption of the organization’s annual budget.
The Fiscal and Operations Coordinator performs highly complex, detailed work with accuracy with strict deadlines and demonstrates organization values of honesty, integrity, teamwork, trust, personal responsibility, and initiative. This position’s work scope and responsibilities must function in alignment with organization policies and procedures. This is a grant-funded position and employment is contingent upon funding.
The allocation of duties totals 1.0 FTE.
Desired Experience and Skills
The ideal candidate has a minimum of 3+ years of increasing professional and technical experience in bookkeeping, accounts payable, accounts receivables, grants monitoring, tracking, reporting, and grant budgets.
Essential Functions: (Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential functions).
1. Finance Operations
· Develop, implement, and maintain the organization accounting system using QuickBooks.
· Perform grant recipient fiscal monitoring, training, and provide technical assistance to Nevada Volunteers employees and external subrecipients.
· Process payroll; perform accounts payable, and account receivable duties.
· Work with senior staff to develop and/or revise (subject to Board approval) fiscal policies and procedures to ensure strong fiscal controls and compliance with appropriate accounting and federal grant standards.
· Develop financial reports for Board and staff, as needed.
· Oversee contracts and grants administration ensuring alignment with pertinent law, regulations, and best practices that relate to Nevada Volunteers federal fiscal administration responsibilities.
· Coordinate project timeline and deadlines, and prepare the organization’s year-end financial statements and designated tasks for organization annual audit; maintain and provide documents required by the auditor and respond to questions; implement improvements to the accounting system and financial controls in response to auditor recommendations.
· Accurately cost code accounts payable invoices and process for payment; print checks; secure signatures on checks; and mail payments while adhering to organization's accounts payable standards.
2. Budgeting
· Ensure compliance with all laws and regulations pertaining to the administration of federal and State funds and philanthropic donations.
· Work with senior staff to develop budgets for grant applications.
· Finalize and present the annual budget at Commission board meetings and facilitate Commission board review and approval.
· Monitor and manage budget in real time; revise budget monthly to ensure efficient, compliant, and timely grant spenddown; initiate amendments as needed to most effectively manage grant funds within period of performance.
3. Grants Management and Systems
· Perform fiscal tracking in real-time of all financial accounts, which includes but is not limited to bank and savings accounts; credit cards; and federal, state, and philanthropic grants.
· Work cooperatively and collaboratively with organization’s senior staff and other fiscal professionals to document spending and prepare cyclical reports such as semi-annual federal financial reports and annual A-133 audits, and other financial reporting documents.
4. Organizational Support
· Attend, take notes, and disseminate minutes for designated meetings, team meetings, and other designated events; provide administrative support for internal and external meetings.
· Review program timesheets for accuracy or discrepancies; forward to appropriate staff for corrections; reconcile database; email audit results to stakeholders; prepare deposits and manage incoming funds.
· Perform fiscal and administrative activities and perform coordination for the annual budget, Strategic Plan, and triennial State Service Plan.
· Greet and respond to visitor inquiries to resolve questions or requests; answer telephones and answer caller questions, take messages or transfer calls to appropriate personnel; open, read, route, and distribute incoming mail, packages, and other material; assist with preparation of correspondence such as mail-outs, sub-grant agreements, and donations.
· Assist and travel vouchers and maintain reports, etc., utilizing word processing, spreadsheets, mail-merge and database.
· Assist with the maintenance of staff calendars and scheduling appointments.
· Assist with logistical arrangements for and preparation of agendas and documentation for a variety of meetings and groups.
· Attend commissioner meetings; compose and distribute meeting minutes; set up bi-monthly forums and other meetings as required.
· Maintain paper and electronic filing systems for administration, financial and program records, correspondence and other material.
· Annually analyze policies, procedures, suppliers and inventory for cost effectiveness and completeness.
· Coordinate volunteer recognition activities and events.
QUALIFICATIONS FOR EMPLOYMENT:
Knowledge, Skills, and Abilities: (The attributes required to perform a job; generally demonstrated through qualifying experience, education, or training.)
Knowledge of:
- National service including AmeriCorps and AmeriCorps VISTA or willingness to learn;
- English usage, spelling, grammar, and punctuation.
- Finance operations and systems
- Budgeting, grants management
- Organization operations and support
Skills to:
- Utilize with accuracy and proficiency technology platforms: Outlook, Microsoft 365, Excel, QuickBooks, and payroll-tracking software and platforms.
- Operate personal computer and software applications for graphic presentations, information retrieval research and other job-related software.
Ability to:
- Communicate effectively both verbally and in writing with excellent interpersonal skills and the ability to work collaboratively; practice diplomacy, motivation, and encouragement.
- Provide technical assistance and training to internal team members that imparts knowledge and information.
- Ability to learn proprietary web-based platforms such eGrants, OnCorps and others as required.
- Represent Nevada Volunteers vision, mission, organizational values and strategic goals.
Nevada Volunteers will conduct pre-employment/volunteer screenings as follows:
· Fingerprint-based FBI check.
· National Sex Offender Public Registry Website for all employees and non-episodic volunteers.
· Name-based Nevada State criminal registry check.
Equal Opportunity Employer
Nevada Volunteers provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
It is Nevada Volunteers policy to comply with the Americans with Disabilities Act, including the provision of reasonable accommodations that do not constitute an undue hardship on the organization. Employees or applicants should direct questions or requests for accommodation to Nevada Volunteers management or its designee.
Nevada Volunteers: Who We Are and What We Do
Nevada Volunteers is among a national network of Governors Commissions on Service. We receive funding from AmeriCorps, the State of Nevada, and philanthropic donations to empower all Nevadans to improve their communities through national service and volunteerism. We accomplish this through promoting an ethic of service and volunteerism. We train nonprofit organizations to strengthen a robust volunteer workforce to meet critical needs in education, environmental restoration, healthy futures, and economic opportunities, to name just a few.
To apply, send a resume and cover letter to: [email protected]. All interested applicants are encouraged to apply as soon as possible.
Pay: $55,000.00 - $57,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Physical Setting:
Work Location: In person
