Job Summary
The Manager of Finance & Administration is responsible for managing financial, human resources, and administrative functions. This includes but is not limited to assisting the Executive Director with budget preparation; conducting financial analysis and preparing financial reports; developing and maintaining an effective system of accounting that conforms with Generally Accepted Accounting Principles (GAAP); managing the payroll system; and maintaining accurate financial records for audits. The position is also responsible for the day-to-day operations of Human Resources, which includes responsibilities in functional areas such as compliance, benefits, payroll, and compensation, among other related functions.
Duties
Financial Operations - General
● Enters invoices into QuickBooks with applicable coding of accounts, uses classes for tracking different funding sources, and includes project coding for any project tracking
● Reviews employee expense sheets, and prepares for grant entry
● Manages third party contracts and vendor agreements
● Reports biweekly payroll to payroll company; once payroll is completed, calculates for any grant allocations and enters in QuickBooks, transfers 401K deferrals to retirement plan provider
● Routinely audits checking accounts and credit card account transactions
● Reviews monthly credit card statements, prepares for entry into QuickBooks by coding with appropriate accounts and classes, and prepares grant category allocations
● Prepares and sends invoices for project work or registration fees
● Oversees and organizes the collection and maintenance of financial data
● Ensures there is always proper documentation for expenses, money transfers, etc
Financial Operations- Grants & Programs
● Enters invoices for payment into QuickBooks, using classes for tracking different funding sources
● Prepares drawdowns as needed (monthly or quarterly), using QuickBooks for gathering financial data
● Tracks financial drawdowns for budgeting purposes
● Gathers proper documentation for each expense, and submits documentation with drawdowns as required
● Ensures compliance with grant requirements and procedures
● Completes monthly reconciliation of Innovation Fund financials with Innovation Fund Manager
Financial Operations - Misc.
● Prepares budget reports and reviews monthly with Executive Director
● Downloads and files bank statements monthly, sends to Executive Director and appropriate parties with any notes
● During annual Single Audit, primary organization resource providing auditors with requested information, documentation, and responses to questions
Human Resources
● 401K: sends payroll data quarterly to 401K third party administrator for employer match calculation
● Review reports
● Health insurance: tracks annual health insurance costs, sends various communications to enrollees, reviews and completes annual enrollment, tracks COBRA enrollees
● Calculates and files annual reconciliations and invoices for disability and paid family leave
● Tracks staff salary and reviews, calculates annual compensation
● Orientation (compliance, I9, W2, records retention)
● Maintains 401K and health insurance documents
Risk Management
● Identify financial risks and develop mitigation strategies.
● Establish and maintain internal controls to safeguard assets and ensure data accuracy
Requirements
● Bachelor’s degree in accounting or other related program
● Certification or other Professional designation (CPA) required
● Minimum five years’ related experience in non-profit/university/grant funded
● High degree of proficiency in use of computers, Microsoft Office, Salesforce, and QuickBooks or related accounting programs
● Ability to translate complex information into understandable and usable language/terminology
● Excellent social skills and people skills are essential
● HIPAA Certification desired
Join us as a Manager of Finance & Administration to lead our organization’s fiscal health with confidence! Bring your expertise in finance systems, strategic thinking, and leadership to make a meaningful impact on our mission-driven work. We value proactive professionals committed to excellence in financial stewardship—ready to shape the future of our organization through innovative solutions!
Pay: $85,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in Albany, NY 12210
