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Fiscal Operations Specialist

PURPOSE:

The Fiscal Operations Specialist is responsible for the day-to-day fiscal operations of City Mission and serves as a key liaison between organizational leadership, accounting partners, auditors, and funding sources. This position ensures accurate financial recordkeeping, timely billing and invoicing, contract and grant compliance, and effective coordination of accounts payable and receivable processes.

The Fiscal Operations Specialist works closely with the Executive Director, external accountant, and auditors to support the financial integrity of City Mission and ensure compliance with organizational, grant, and funding requirements. This position requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple deadlines in a fast-paced nonprofit environment.

This position reports directly to the Executive Director and works collaboratively with program leadership, fiscal partners, and administrative staff.

ESSENTIAL FUNCTIONS JOB DUTIES

The following duties are considered essential to the position. Qualified applicants must have the ability to perform the following duties with or without reasonable accommodation.

Fiscal Operations & Financial Coordination

• Serve as the primary internal coordinator for day-to-day fiscal operations of City Mission.
• Work closely with the Executive Director regarding organizational financial operations, expenditures, project tracking, and funding management.
• Monitor organizational bank account balances and cash position to help ensure adequate funds are available to meet operational demands, contractual obligations, payroll, and organizational expenditures.
• Coordinate with the Executive Director and external accountant regarding anticipated cash flow needs, timing of reimbursements, large expenditures, and funding availability.
• Assist in identifying potential cash flow concerns and communicate financial trends or operational funding needs to leadership in a timely manner.
• Collaborate daily with the organizations external accountant to maintain accurate financial records and ensure proper coding and documentation of financial transactions.
• Maintain organized financial records and supporting documentation for all organizational expenditures, deposits, invoices, contracts, and grant-related transactions.
• Assist in maintaining financial integrity and compliance with organizational policies, funding requirements, and accounting best practices.

Accounts Receivable & Contract Billing

• Prepare, submit, and track monthly invoices for accounts receivable programs, grant reimbursements, and other funding sources.
• Monitor contract and grant billing schedules to ensure timely reimbursement and cash flow management.
• Maintain accurate records of all externally funded projects, grants, contracts, and reimbursement programs.
• Prepare billing requests, supporting documentation, and draw submissions for funding sources as required.
• Coordinate with program staff to ensure billing documentation, service data, and supporting information are complete and accurate.

Accounts Payable & Financial Processing

• Prepare checks and payment documentation for organizational expenses and vendor payments.
• Manage recurring payments and auto-pay transactions.
• Ensure invoices, receipts, and supporting documentation are collected, organized, and properly maintained for all expenditures.
• Coordinate with the accountant to ensure proper financial coding and timely entry of accounts payable transactions.

Audit & Compliance Support

• Serve as a primary internal point of coordination for the organizations annual financial audit.
• Work collaboratively with auditors throughout the year to provide requested documentation and financial support.
• Assist with project cost certifications, grant monitoring activities, and financial compliance reviews.
• Maintain records and documentation necessary to support grant compliance and audit readiness.
• Assist in responding to auditor requests, funding agency inquiries, and financial reporting needs.

Bookkeeping & Administrative Support

• Enter and maintain bills, invoices, and supporting documentation within accounting systems.
• Scan and organize supporting financial documents to maintain complete and accurate transaction records.
• Assist with tracking expenditures by program, funding source, and project as needed.
• Maintain organized filing systems for financial and contractual documentation.
• Support internal financial processes and administrative workflows to ensure operational efficiency.

Teamwork & Organizational Collaboration

• Work collaboratively with City Mission leadership, program staff, and external partners in a professional and team-oriented environment.
• Maintain confidentiality regarding organizational finances, employee information, and sensitive business matters.
• Participate in organizational meetings, trainings, and projects as requested.
• Demonstrate professionalism, flexibility, and a willingness to assist with evolving organizational needs.

QUALIFICATIONS

Education & Experience

• Minimum: Associate degree in accounting, business administration, finance, or a related field required. Equivalent work experience/education may be considered.
• Minimum of two (2) years of experience in bookkeeping, accounts payable/receivable, nonprofit finance, grant billing, or related fiscal operations preferred.
• Experience working with audits, grants, contracts, or reimbursement-based funding strongly preferred.
• Experience in nonprofit financial operations preferred.

Knowledge, Skills & Abilities

• Working knowledge of bookkeeping and financial operations principles.
• Experience with accounting software; QuickBooks Desktop experience required.
• Proficiency in Microsoft Office products, particularly Excel, Word, and Outlook.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple deadlines, priorities, and financial processes simultaneously.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Ability to work independently while also collaborating effectively in a team environment.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.
• Ability to work in an office setting utilizing computers, phones, and standard office equipment for extended periods.

Other Requirements

• Successful completion of all required background clearances.
• Valid drivers license and reliable transportation preferred.
• Ability to maintain professionalism and confidentiality in all organizational matters.