About Project Transitions
Project Transitions is a nonprofit organization that provides supportive transitional housing to persons living with HIV who are at risk of or experiencing homelessness. We are committed to transforming lives through holistic care, empowering individuals to transition from crisis to stability.
Position Overview
The Finance and Administrative Manager oversees the organization's financial, human resources, and administrative operations to ensure accuracy and operational efficiency. This position manages day-to-day accounting functions, payroll, personnel records, benefits administration, and executive and board support while helping maintain the organizational effectiveness of Project Transitions. The Finance and Administrative Manager serves as a key internal resource for staff and works collaboratively with leadership to support the organization's mission and strategic priorities.
Key Duties and Responsibilities
Financial Management
· Manage accounts payable and accounts receivable processe
· Upload invoices to accounting software and ensure timely processing.
· Process payroll and maintain payroll records.
· Assist with monthly financial reports and supporting documentation.
· Administer employee credit cards and expense reporting systems.
· Review travel reimbursements for policy compliance.
· Maintain vendor relationships and tax-exempt purchasing documentation.
· Assist the Executive Director with the development and monitoring of the annual operating budget.
Grant & Contract Support
· Collaborate with program and development staff to monitor grant budgets and prepare financial reports for funders.
· Assist in tracking restricted and unrestricted funding.
Human Resources Operations
· Support payroll compliance by ensuring accurate tracking of work time, PTO, and hourly staff reporting.
· Maintain up-to-date and accurate personnel files for all staff, ensuring confidentiality and compliance with HR best practices.
· Administer employee benefits, including health insurance, retirement plans, and other applicable benefits.
· Support the recruitment, onboarding, and offboarding processes to ensure a smooth transition for new hires and departing staff in regard to personnel files, documentation, and certifications.
· Maintain training, licensure, and certification records.
· Coordinate new hire paperwork and personnel documentation.
· Ensure performance reviews are completed by appropriate supervisor and contain required documentation.
Administrative Operations
· Update appropriate databases with deposit information.
· Answer phone calls, relay messages, and provide general office support as needed.
· Order and manage office supplies and printed materials.
· Develop and refine administrative systems to enhance operational efficiency.
· Maintain Microsoft 365 systems, SharePoint sites, and organizational email distribution lists to support efficient operations and document management.
Executive and Board Support
- Provide administrative support to the Executive Director and leadership team.
- Coordinate Board calendars, meeting reminders, and distribution of materials.
- Maintain Board records and update the Board SharePoint files as needed.
- Assist with preparation of reports and meeting documentation.
Team Collaboration
· Collaborate with program and operations staff to support organizational goals.
· Promote a culture of accountability, transparency, and continuous improvement.
· Serve as a resource to staff regarding finance, payroll, benefits, and human resources processes.
· Serve as a liaison with vendors, auditors, benefit providers, insurance brokers, and other external partners.
Note: This list is not exhaustive and may evolve based on organizational needs.
Education: Bachelor’s degree in finance, accounting, business administration, nonprofit management, or related field; or equivalent combination of education and experience.
Experience: Two or more years of experience in nonprofit finance, accounting, bookkeeping, office administration, or related operations.
Language: Bilingual in English/Spanish (preferred)
Skills/Competencies
· Strong interpersonal and communication skills
· Ability to work effectively with diverse populations
· Strong organizational skills and attention to detail
Technical Skills
· Experience with MIP preferred but not required.
- Experience with online bill pay and Paylocity preferred.
- Proficiency in Microsoft 365, SharePoint, Google Workspace, and intermediate Excel.
Certifications: Valid driver's license, reliable transportation and ability to pass motor vehicle record check
Reporting Structure
Reports To: Executive Director
Supervises: N/A
Work Conditions
Location: On-site position based in the administrative office. Hybrid work considered.
Work Hours: 40 hours per week, generally between 8:00 AM and 6:00 PM, Monday through Friday.
Travel Requirements: Regular local travel is required to attend staff meetings at various Project Transitions locations. Occasional out-of-town travel may be required for training or conferences.
Pay: $64,000.00 - $74,000.00 per year
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
