Non-Profit Fiscal Manager

Job Description

Job Description

As Fiscal Manager, you'll work closely with the CFO and the fiscal team, playing a vital role in the budgetary and fiscal activities at Alliance for Community Empowerment. You'll focus on administration, development, and organizational governance, collaborating with Program Directors, Development staff, programmatic staff, external auditors, funder fiscal monitors, and the board to ensure smooth financial operations. We're looking for a problem-solver with experience in office administration, facilities oversight, and troubleshooting, who can efficiently prepare accurate and professional documents. In this role, you'll also prepare financial reports to track assets, liabilities, profit and loss, tax liabilities, and other key financial activities, making a significant impact on our organization's success.

DUTIES & RESPONSIBILITIES:

• Monitors spending against each grant and contract budget in real time, flagging variances to Program Directors.
• Inspects the budget and general ledger for assigned departments and accounts, ensuring funds availability and proper allocation.
• Tracks allowable versus unallowable costs by award to maintain funder compliance.
• Prepares and submits invoices and reimbursement claims to government funders (e.g., EWDD, DOL, CNRA) and tracks and follows up on outstanding receivables (Accounts Receivable).
• Develop and maintain professional relationships and communications with outside contributors, sponsors, lenders, banks, vendors, and other business relationships..
• Prepares monthly and quarterly financial reports for funders.
• Provides outside auditors with assistance; gathers account information and documents for annual audit.
• Maintains documentation for funder site visits and monitoring reviews.
• Tracks and allocates the indirect cost rate across programs and awards.
• Supports budget modifications and contract amendments as programs evolve.
• Manages subcontractor invoices and payments (e.g., funders, contractors, grantors).
• Reviews financial terms in contracts prior to execution.
• Maintains a contract tracking log (start/end dates, amounts, and deliverables tied to payments).
• Coordinates with program staff on budget-to-actual spending.
• Prepares periodic (monthly) balance sheets, income statements, and profit and loss statements.
• Prepares annual financial reports.
• Verifies payment of invoices associated with accounts payable and ensures proper allocation.
• Analyzes financial data, making recommendations to improve accuracy, efficiency, and reduce costs.
• Examines assigned financial records and statements for accuracy.
• Processes financial reports and accounting statements as needed.
• Consults with CFO on fiscal administration and budget procedures.
• Proficient at maintaining, revising and developing SOPs (Standard Operating Procedures) & fiscal procedures.
• Maintains knowledge of trends, developments, and best practices in the accounting profession; applies knowledge to recommend and implement process and policy changes.
• Files required tax forms with federal, state, and local government agencies.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Proofs accounting reports for clerical accuracy.
• Manages cash and treasury functions.
• Allocates expenditures to correct accounts according to departmental procedures.
• Works at a detailed transactional level when necessary, in addition to overseeing broader fiscal operations and strategy.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong Familiarity with federal grant compliance.
• Expert-level knowledge of financial and cost accounting.
• Understanding of and ability to adhere to generally accepted accounting principles.
• Thorough understanding of invoicing to government funders and managing reimbursement-based contracts.
• Able to monitor and approve program expenditures and track overall progress of program spending and deliverables.
• Proactively identifies and flags spending or compliance issues before they become audit findings.
• Highly proficient with accounting software: QuickBooks, MIP/Abila, or similar nonprofit platforms & Excel (pivot tables, budget tracking).
• Thorough understanding of bookkeeping practices and procedures; able to train others in related tasks.
• Skilled at communicating budget variances and financial concepts clearly to program staff and leadership without an accounting background.
• Comfortable working with ambiguity as grant budgets, modifications, and funder requirements shift.
• Able to participate in program design and development, contribute to budget planning, develop partnerships, and prepare funding proposals.
• Demonstrated ability to plan and organize work activities, maintain positive relationships with team members, and provide ongoing coaching and development of staff through evaluation and training.
• Demonstrated ability to assess individual skills, monitor work activities, and provide timely and accurate evaluations of others’ performance.

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

QUALIFICATIONS:

• At least five years of experience in Accounting; related business school or college courses may be substituted for up to one year of experience.
• Master’s degree in Business, Accounting, Finance, or other related fields;
• Or equivalent combination of training and experience.
• Nonprofit or government-funded org experience strongly preferred.
• 5+ years of Contract and subcontract management (especially with government/public funders like DOL, EWDD, CNRA).
• 5+ years of Experience with A/P and A/R cycles.
• Must submit to a Department of Justice Criminal background check and a credit check.
• Possess a current California Driver’s License, clean DMV record & adequate auto insurance.

Benefits:

• Health, Vision, and Dental Insurance at no cost to you (starting after 60-90 days, dependent on start date- effective date is the next 1st of the month post 60 days of employment ).
• Retirement Plan with employer contributions at 2% of your annual salary.
• $100,000 life insurance (at no cost to you).
• Short and Long-Term Disability insurance (at no cost to you).

• Vacation Leave Accrual: Employees accrue vacation based on length of service at ACE.

  • First 2 years, employees accrue approximately 10 days (80 hours) annually.
  • 2-4 years, accrual increases to approximately 15 days (120 hours) annually.
  • At 5+ years, employees accrue approximately 20 days (160 hours) annually.
• Up to 6 sick days a year (eligible to use after 60 days).
• 15 paid holidays (selected by ACE).

The anticipated pay range for candidates who will work in California is $80,000 to $90,000 annually. The offered pay to a successful candidate will be dependent on several factors that may include but are not limited to years of experience within the job, years of experience within the required industry, education, etc.

Alliance for Community Empowerment 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.