Operations and Finance Coordinator

Job Description

Job Description

Salary: $21-$25

The Operations & Finance Coordinator supports the internal systems that keep Cooking with Kids programs running smoothly across 33 schools serving more than 8,000 students each year, while also supporting our growing fundraising and partnership efforts. By coordinating day-to-day financial processes, office operations, event logistics, and grant and contract documentation, this role helps maintain organization, consistency, and strong financial practices.

Working closely with the Executive Director, external CPA team, and Development Director, the Coordinator supports expense processing, accounts payable and receivable, payroll coordination, and recordkeeping. The role helps keep financial and administrative records organized and up to date to support accurate reporting to funders and partners.

Through reliable coordination and attention to detail, this role provides essential support across the organization, helping ensure our team can focus on delivering high-quality, hands-on food education for kids and families in our communities.

What you will Lead and Support

Finance & Grants Administration (45%)

Supports strong fiscal stewardship, accurate reporting, and compliance in coordination with the Executive Director (who oversees financial management) and the external CPA team

• Prepare bi-weekly financial packets for review with the Executive Director and CPA team, including organizing credit card receipts, reimbursement documentation, and recurring invoices
• Process accounts payable and receivable, including vendor payments, reimbursement requests, and bank deposits
• Support data hygiene accuracy with donor and payment information; reconcile contribution records; and prepare timely financial reports for external CPA review and audit compliance.
• Track petty cash and prepare deposits as needed
• Support invoice preparation and tracking for school districts and partners
• Track grant budgets and restricted funds in coordination with program leads
• Support the Executive Director to maintain orderly records of grant agreements, MOUs (including school district agreements), contracts, and purchase orders
• Monitor and maintain a deadline calendar for financial reporting, grant reports, audits, and compliance requirements
• Compile financial documentation for grant reports and funder invoicing

Operations and HRSupport (30%)

Ensures internal systems, logistics, and infrastructure run efficiently and reliably across the organization.

• Oversee daily office operations, including mail management, vendor coordination, coordination with janitorial and IT service providers, and office supply ordering
• Update organizational Airtable systems, particularly for staff hours reporting and grants/contract tracking, and provide some support to the program and development team for database and systems maintenance, review, etc.
• Manage staff and Board user access to organizational systems (Google Workspace, Airtable, CRM, Board portal)
• Coordinate recruitment for employees and consultants, including posting positions, partnering with hiring managers to review resumes and screen candidates, and arranging interviews and required documentation.
• Maintain organized digital and physical filing systems, ensuring consistent structure and documentation standards (with shared staff responsibility for content accuracy)
• Coordinate annual equipment inventory and maintain IT documentation
• Maintain trademark records, organizational licenses, and required registrations
• Ensure core documentation (business licenses, certificates of insurance, tax documents, etc.) is current and accessible, in coordination with the Executive Director
• Help maintain Board and committee membership data and records

Development, Events & Organizational Support (25%)

Provides logistical and financial coordination for key events and cross-organizational initiatives.

• Support event budgeting and expense tracking
• Coordinate vendor payments and maintain event-related financial documentation
• Assist with organizing materials and supplies for fundraising initiatives
• Support the Program Team in arranging staff meals for educator trainings & ED and development in food for committee and board meetings
• Provide administrative support for special projects as needed

Work Rhythm & Compensation

Compensation & Benefits

The starting salary range for this position is $21 to $25 hourly, commensurate with experience and qualifications. Cooking with Kids offers flexible scheduling, paid sick leave, and a generous holiday calendar in support of staff well-being and sustainable work practices.

The Strengths You Bring

This position is ideal for a professional who is interested in being a key member of a mission-oriented team and that is:

• Highly organized and systems-oriented
• Trustworthy and discreet with confidential information
• Calm, proactive, and solutions-focused
• Committed to strong financial stewardship
• Energized by supporting mission-driven, community-based work

Required Skills

• Demonstrated ability to manage multiple priorities and meet deadlines
• Strong written and verbal communication skills
• Collaborative mindset and comfort working across teams
• Proficiency in Microsoft Excel and Google Workspace
• Comfort coordinating with CPA teams and preparing audit-ready documentation
• Ability to maintain organized digital and financial records
• Strong organizational and project management skills, with the ability to manage multiple priorities simultaneously.
• Sound judgment and discretion in handling sensitive information, including employee and financial matters.

Education & Experience

• 46+ years of relevant professional experience in nonprofit operations, finance, or administrative coordination
• Demonstrated experience managing financial processes, including accounts payable/receivable, reconciliation, and documentation for reporting or audit purposes
• Experience working in a small or mid-sized organization with cross-functional responsibilities strongly preferred
• Experience supporting grant tracking, contract management, or compliance processes preferred
• Experience with Airtable and/or CRM systems (e.g., Bloomerang, BoardSpot) preferred
• A bachelors degree is a plus, but not required; relevant experience and demonstrated capability are valued most

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee will regularly sit, walk, and stand, as well as lift 25 40 pound boxes

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. The individual currently holding this position performs additional duties, and additional duties may be assigned in coordination with the Executive Director.