Business Manager

The Business Manager oversees financial management, accounting, grant and contract financial administration, business operations, and recurring organizational compliance for the Northwest Florida Health Council. Reporting directly to the Executive Director, this position serves as the Council’s primary internal finance and business administration professional, independently managing accounting, reporting, budgeting, audits, grant and contract finances, payroll coordination, organizational filings, vendor systems, and recurring deadlines. The Business Manager works closely with leadership, the Board Treasurer, external CPA and auditors, grant and contract managers, partners, vendors, and financial service providers. Manage day-to-day accounting and financial operations using QuickBooks Online. Maintain the chart of accounts and track revenue and expenses by grant, contract, program, funding source, and project. Manage AP/AR; review invoices, reimbursements, purchases, and supporting documentation. Complete bank, credit card, and account reconciliations; prepare journal entries, allocations, adjustments, and monthly close. Monitor cash flow, receivables, liabilities, restricted funds, and overall financial position. Maintain accurate, organized, audit-ready financial records. Grant & Contract Financial Management Manage financial administration of state, federal, local, foundation, and other grants and contracts. Review awards, contracts, amendments, budgets, and reporting requirements and maintain financial tracking systems. Track expenditures, reimbursement deadlines, financial reports, contract periods, and closeout requirements. Monitor spending against approved budgets and identify variances, questioned costs, over-spending, or under-spending. Prepare reimbursement requests, invoices, expenditure reports, certifications, and supporting documentation. Reconcile grant and contract reports to QuickBooks and maintain complete financial documentation. Work with grant and contract managers on financial questions, budget revisions, amendments, and closeout. When applicable, track partner, subcontract, and subaward budgets, expenditures, invoices, reimbursements, payments, outstanding documentation, balances, and questioned expenses; maintain monitoring records; and coordinate with contract staff, partners, the Executive Director, and fiscal agents. Budgeting, Planning & Reporting Lead preparation of the annual organizational budget with the Executive Director. Develop and maintain grant, contract, program, and personnel budgets. Prepare budget-to-actual reports, cash-flow projections, forecasts, and other financial analyses. Monitor personnel costs, fringe benefits, program spending, and funding sustainability. Provide regular financial reports to the Executive Director and prepare summaries for the Board and Board Treasurer. Assist program managers with budget and expenditure information. Promptly identify and communicate financial concerns, compliance risks, budget issues, or significant discrepancies. Audit, Tax & Compliance Serve as the primary staff coordinator for annual audits and financial examinations. Maintain audit-ready records and coordinate directly with external auditors and the Council’s CPA. Prepare reconciliations, schedules, payroll documentation, grant records, and other requested audit materials. Assist with state and federal fiscal monitoring and corrective actions. Coordinate annual IRS Form 990 preparation and W-2, 1099, and other year-end reporting with applicable providers. Maintain a centralized compliance calendar for recurring organizational requirements, including Sunbiz filings, charitable registrations, sales-tax exemption documentation, IRS nonprofit records, vendor registrations, Substitute Form W-9, MyFloridaMarketPlace, SAM.gov/UEI, insurance, audits, grants, contracts, and corporate renewals. Independently track recurring requirements and ensure they are completed accurately and on time. Coordinate or process payroll, review it for accuracy, and allocate payroll and fringe expenses to appropriate funding sources. Maintain payroll documentation, track personnel costs, and coordinate with payroll and benefits providers. Coordinate Florida reemployment tax reporting and payments. Maintain vendor records, W-9s, payment information, purchase approvals, and procurement documentation. Review invoices for authorization and available funding before payment. Monitor vendor agreements and renewal dates. Maintain day-to-day banking administration, monitor balances and cash needs, and maintain controls over checks, electronic payments, credit cards, reimbursements, and other transactions. Support segregation of duties and recommend improvements to internal controls and procedures. Insurance, Assets & Business Administration Maintain insurance records, renewal dates, premiums, and certificates of insurance. Maintain inventories and financial records for major and grant-funded equipment. Maintain a centralized register of grants, contracts, agreements, amendments, and major vendor agreements, including dates, renewals, financial obligations, and reporting requirements. Maintain key organizational records, including audits, financial statements, tax documents, insurance certificates, corporate records, W-9s, and vendor registrations. QuickBooks Online Must be able to independently manage the general ledger, chart of accounts, AP/AR, reconciliations, journal entries, financial statements, grant and contract tracking, vendor/funder records, and budget reporting. Microsoft Excel & Other Systems Advanced Excel skills are required, including budgets, budget-to-actual reports, projections, expenditure and payroll trackers, cash-flow projections, audit schedules, and financial dashboards using formulas, lookups, PivotTables, filters, and data validation. Must also be comfortable with Microsoft Office, Google Workspace, payroll and banking platforms, state grant/contract and vendor systems, SAM.gov, MyFloridaMarketPlace, Adobe Acrobat, and document-management systems. Minimum Qualifications Minimum of five years of progressively responsible experience in accounting, finance, nonprofit or governmental financial management, grant accounting, business administration, or a closely related field. Experience managing organizational budgets, AP/AR, reconciliations, financial reporting, and grant or contract finances. Strong working knowledge of QuickBooks Online or comparable accounting software. Advanced Microsoft Excel skills and strong proficiency with Microsoft Office and Google Workspace. Knowledge of financial controls and sound accounting practices. Ability to independently manage multiple funding sources, deadlines, reporting requirements, and priorities. Strong organizational, analytical, problem-solving, communication, and time-management skills. Ability to appropriately handle confidential financial, personnel, banking, and organizational information. Education Bachelor’s degree in accounting, finance, business administration, nonprofit management, public administration, organizational management, or a related field preferred, or an equivalent combination of directly related education and professional experience. Preferred Qualifications Experience with Florida state grants/contracts, reimbursement-based or restricted funding, and state/federal grant compliance. Experience preparing for organizational or Single Audits and coordinating Form 990 preparation. Experience monitoring subawards, subcontractors, or partner funding and preparing financial information for nonprofit Boards. Familiarity with Uniform Guidance. CPA, CMA, master’s degree, or other advanced financial credential preferred but not required. Core Competencies Financial accuracy, strong attention to detail, organization, accountability, independent problem-solving, professional judgment, financial analysis, grant compliance, clear communication, effective system development, and the ability to anticipate requirements and manage competing priorities. Position Expectations The Business Manager is expected to take ownership of the Council’s financial and recurring business-administration responsibilities. The position independently maintains financial systems, deadlines, reporting requirements, audit preparation, grant and contract reconciliations, organizational renewals, and compliance schedules while keeping the Executive Director informed of significant financial matters, upcoming requirements, and items requiring leadership action. The position works collaboratively with the Council’s external CPA, independent auditor, state contract managers, and other professional advisors. Final financial authority, policy decisions, contract execution, and matters reserved for the Executive Director or Board remain with the appropriate organizational authority. Pay: Up to $70,000 per year Health insurance Vision insurance Work Location: Hybrid remote in Florida's District 1 #J-18808-Ljbffr