Finance & Administration Manager

Job Title

Finance & Administration Manager

Department

Management & General

FLSA Status

Nonexempt

Reports to

Chief Financial & Administrative Officer

Classification

Full-Time (30-40 hours/week)

Schedule

Monday – Friday

Hours

9AM – 6PM, Flexible

Pay

$34-$37/Hour

Benefits Eligibility

Yes

Vacation Days

14 days

*YWCA Glendale and Pasadena is an essential services provider and is temporarily providing services remotely with partial days in office as assigned by the supervisor.

About Us

YWCA Glendale and Pasadena is dedicated to eliminating racism, empowering women and promoting peace, justice, freedom, and dignity for all. YWCA Glendale and Pasadena’s purpose is to ensure the health, safety and economic empowerment of women, children, and families and to strengthen communities to prevent and break the cycle of domestic violence. We provide resources and support to survivors of domestic violence and their children and through our education and prevention efforts we empower women, girls and families to build healthy relationships, achieve self-sufficiency, and live free from all forms of oppression. Our programs include a 24/7 Crisis Hotline, a 16-bed Domestic Violence Emergency Shelter, a Domestic Violence Community Services Center that provides case management, legal services, adult and child counseling, trauma informed childcare, and housing navigation support, a Violence Prevention Education and Outreach Program, a Girls Empowerment Program that offers after school programming, summer camp and STEAM education workshops and mentorship, and racial justice training and advocacy in collaboration with the Coalition for an Anti-Racist Glendale and other social justice organizations.

Position Summary

Reporting directly to the Chief Financial & Administrative Officer (CFAO), the Finance & Administration Manager position will assist with leading all day-to-day business operations of a $3 million budget organization. The incumbent will work closely with the Accounting/Finance Staff to ensure all Accounting/Finance & Administration activities are in accordance with all regulatory and compliance requirements and according to GAAP accounting principles. Although the Finance & Administration Manager has functional responsibility over Accounting/Finance & Administration activities, the incumbent will also work with the CFAO to ensure that YWCA Glendale and Pasadena has the systems and procedures in place to support optimal business operations efficiency and better integrate Accounting/Finance and IT functions.

The Finance & Administration Manager will work closely with program leaders and their staffs, not only to educate them regarding Accounting/Finance& Administration procedures but also to explore how these functions can support program operations. This very important role is a key member of the team and will be able to adapt to change as our organization grows.

The position includes access to information of a confidential nature. Strict adherence to agency procedures and protocols is required.

Essential Tasks

These are core functions of the job. Additional duties may be assigned as needed.

Accounting/Finance

• Expert knowledge and understanding of the full-cycle of Accounting and more specifically Fund Accounting.
• Oversee and assist with Accounting Manual updates/maintenance, Chart of Accounts maintenance, Budgeting, General Ledger, Petty Cash, Accounts Payable, Accounts Receivables, Fixed Assets, Prepaid schedules and Cost Allocation plan, Journal Entries, Bank reconciliations, Balance Sheet reconciliations, Cash Flow, Month/Annual Close, Check run, Tenant invoices/leases, 1099-Misc preparation and Annual Audit including Single-Audit compliance.
• Maintains accounting systems software, controls, and user access and security to accomplish the proper recording and reporting of all accounting transactions.
• Assists with developing and maintaining adequate fiscal internal controls, accounting policies and procedures, operating procedures and internal controls and alerts the CFAO of possible deficiencies or areas for improvement.
• Assist with presentations to the Board, Internal Affairs and Audit committee.
• Responsible for financial report preparation (Budget vs Actual, YTD Comparisons, and etc.) for administrative and board leadership (monthly reports, grant reports, capital budget reports) and alerts the CFAO to areas of concern.
• Reviews and approves daily deposits of donor contributions including cash, checks, credit card and EFT’s and monthly reconciliations.
• Makes sure accounting files, records, documentation (up-to-date files, archiving, ensuring confidentiality, etc.).
• Participates in special finance/accounting projects and ad hoc reports as assigned by CFAO and leadership.
• Looks for greater spending efficiencies.
• Oversight of YWCA Pasadena Foothill-Valley Subsidiary Business Operations.

Grant Administration/Management

• Expert knowledge for the full cycle of Government and Non-Government grant cycle including accounting and administration of funds and financial compliance.
• Review and approve all Government grant billings, budgets, RFA, Cost Allocation plan, reports, functional timesheets and etc. before submission.
• Assists the Staff Accountant with tracking and monitoring expenses and proper expense allocations across multiple Government and Foundation Grants.
• Ensure Government Grants internal timeline is enforced, stays current, and accurate.
• Responsible for the accurate reconciliation of expenses in QuickBooks to match monthly financial reports for the accurate expense allocation to grants.
• Responsible for financial requirements of assigned contracts and ensures functions are completed in accordance with guidelines, including which expenses are eligible to be billed, and which are ineligible.
• Analyze Government contract budgets for optimal billing strategies, maximizing reimbursable expenses.
• Makes sure Government grant files, records, documentation (up-to-date files, archiving, ensuring confidentiality, etc.) are maintained.

General

• In charge of tracking and maintaining business insurance policies and renewals.
• Responsible for special projects and ad hoc reporting.

Supervisory Responsibilities

• Oversee the scheduling, assignments, and daily workflow of Staff Accountant, Accounting & Grants Analyst and HR & Finance Specialist (Finance portion).
• Provide mentorship and timely performance evaluation.

Desired Knowledge

• Knowledge of best practices in non-profit accounting.
• Must be able to work well with colleagues in a high energy, collaborative environment with open communications.
• Must work well with diverse populations of employees, vendors, auditors, donors and other stakeholders.
• Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.
• Excellent organizational, problem-solving, project management and communication skills.
• Proactive approach in taking on responsibility.
• Excellent anticipatory skills with ability to think and plan.
• Commitment to personal and professional development.
• Capable of thinking strategically.
• Ability to reliably import and extract data.
• Possess high level of integrity, and judgement and discretion with sensitive and confidential information.
• Be efficient and detail oriented.

Minimum Qualifications

• Bachelor’s degree from an accredited institution in Accounting, Economics, Finance, or Business. Experience will be considered in lieu of a bachelor’s degree.
• Any combination of skills and experience that demonstrates the ability to perform this job effectively.
• Experience working in a non-profit work environment is required.
• Intermediate/Advanced knowledge of QuickBooks.
• Intermediate/Advanced level of Excel.
• 3 years of experience as a Controller, Finance & Administration Manager, or Accounting Manager in non-profit organization, preferably with a budget of $3 million dollars or larger.
• Extensive knowledge of functional expense allocations.
• Advanced computer skills with emphasis on all Microsoft Office Suite programs, Google apps, and Donor databases.
• Sound knowledge of GAAP, accounting principles, rules, regulations, policies, and best practices.
• Understanding of the Public Provider non-profit business model with diverse funding sources experience is preferred.
• Strong knowledge of the Office of Management and Budget circulars/requirements as well as Single Audit Uniform guidance is preferred.
• Demonstrated leadership; problem solving; adaptability, organization, management, interpersonal and communication, both verbal and written.
• Knowledge of Fund accounting terminology, procedures, reporting and methodologies.
• Core competencies expected: initiative, collaboration, orientation to service, self-management and capacity for self-evaluation, fostering diversity, equity and inclusion, problem solving and conflict resolution.

Job Requirements

• Work independently and as a team member.
• Complete a LiveScan background check.
• Adapt to a fast-paced working environment with multiple deadlines.
• Maintain and improve professional skills and knowledge.
• Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties.
• Be flexible and receptive to suggestions, input and change.
• Operate modern office equipment, including computer, phone, fax, copier, etc.
• Understand and carry out both oral and written instructions in an independent manner.
• Communicate effectively and tactfully in both oral and written forms.
• Maintain orderly work environment and perform tasks in a prescribed and safe manner.
• Full Covid-19 vaccination required.

Physical Requirements

• Candidate must be able to lift up to 30 pounds.
• Ability to move within the office environment and ability to climb stairs.
• Ability to write by hand and use a keyboard to perform general office functions.
• Ability to communicate continuously by speech and hearing.
• Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use.
• Ability to sit for extended periods of time.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $34.00 - $37.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Daily cleaning regimen is followed. Hand sanitizing stations and dispensers available throughout the facility. Masks are required.

Ability to commute/relocate:

• Glendale, CA 91206: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Applicant must be fully vaccinated

Experience:

• Accounting: 3 years (Preferred)

License/Certification:

• CPA (Preferred)

Work Location: One location