Finance and Operations Specialist
TITLE: Finance and Operations Specialist
FLSA: EXEMPT
LEAD: Director of Operations
SUMMARY: The Finance and Operations Specialist is responsible for supporting the organization's operational, financial, and administrative functions. This role manages key processes and relationships, maintains compliance and financial records, supports internal systems, and partners with teams to improve efficiency and effectiveness. The specialist plays an important role in ensuring smooth operations and advancing organizational priorities.
PMD Alliance is a fast-paced organization that must balance competing needs to ensure we do the greatest good for the largest number of people in a transformational manner. This culture and organizational model requires each team member to be both nimble and highly focused, both as an individual contributor and integrated team member.
All members of the PMD Alliance team commit to and embrace a set of values. These values are intentionally placed above the specific duties as PMD Alliance considers living these values and beliefs a core part of each board and staff member's role:
- Connection
- People are more than their disease, role, or profession. We celebrate our unique communities and their diverse needs with programs that balance information with opportunities to connect.
- Authenticity
- We invite vulnerability and in-depth discussion on topics that most impact those we serve, strategizing solutions together based on the needs that emerge.
- Partnership
- Partnership is the core of lasting services and organizational health. We work alongside our donors, supporters, and partners to implement the changes they envision in their communities.
- Sustainability
- It's through connection that we grow capacity. With their participation, feedback, and financial support, our community powers programs that serve and inspire them.
- Risk-Taking
- We must risk going beyond what is easy or common to create programs that exhilarate, energize, and spur lasting change. We extend our resources to meet people where they are.
Duties specific to the Finance and Operations Specialist role:
Finance
- Review and approve organizational expenditures within delegated authority and investigate exceptions or potential compliance concerns
- Partner with the Director of Operations to analyze operational and financial processes and recommend improvements to increase efficiency and strengthen internal controls
- Enter pledged revenues into the database
- Coordinate all revenue invoicing and fee collection processes to ensure timely and accurate payments including providing remittance information to payees
- Record check and ACH revenue in database including proper documentation
- Prepare and distribute donor acknowledgment letters within 48 hours of receiving
- Generate scheduled reports for the CPA team, including weekly donation and monthly accounts receivable reports
- Review daily online donations, making necessary edits to maintain data integrity
- Collect and prepare post ATMRD conference scholarship reimbursements and faculty honoraria with related documentation
- Process event ticket refunds and generate event ticket discount codes
Compliance
- Coordinate and approve state registration filings, meeting state due dates and ensuring accurate recordkeeping
- Gather and submit deposit documentation and Letters of Agreement in support of the annual audit
- Prepare, distribute and maintain accurate records of Letters of Request and Letters of Agreement
- Coordinate sponsorship deliverables between the Development and Programs teams in alignment with the terms outlined in sponsorship Letters of Agreement
Vendor and Contract Management
- Manage vendor relationships, negotiate pricing, contract terms, and renewals, and recommend purchasing decisions that maximize organizational value.
- Prepare and maintain consultant contracts and disclosures, ensuring proper documentation, organization and execution
- Track contracts and associated costs, providing timely reminders regarding upcoming renewals and required actions
- Research, evaluate, and recommend platforms, software solutions, and operational tools that support organizational needs and improve effectiveness.
HR
- Assist the Director of Operations in the completion of HR materials, including open enrollment, mandatory trainings, and other required documentation
- Support new staff onboarding by coordinating essential setup tasks, including licensing and email access
- Support the offboarding process by managing license deactivation and facilitating the return of organizational materials
- Prepare and distribute employee recognition announcements
Administrative
- Partner with the Director of Operations to develop, implement, and continuously improve operational policies, procedures, and workflows
- Serve as a resource to staff on operational, financial, and technology-related processes, providing guidance and identifying solutions to support organizational effectiveness
- Support database and technology projects as needed
- Monitor and manage the virtual PO Box, distributing as needed
- Perform accurate and efficient data entry to support organizational operations
- Generate and clean mailing lists to support development and individual giving as well as update any database records post mailing
- Maintain the master calendar, scheduling key meetings and events
- Organize and maintain Sharepoint and Teams Channels
- Other duties as assigned
Minimal Requirements:
- High School diploma required
- Demonstrates a strong aptitude for technology and enthusiasm for learning and adopting new software, systems, and digital tools
Ability to multitask and excel in a fast-paced, rapidly evolving environment
- Strong critical thinking skills with the ability to design efficient, user-focused processes
- Ability to thrive in a dynamic environment and collaborate effectively with interdisciplinary teams
- Self-motivated; able to work independently with minimal supervision
- Excellent organizational skills with strong attention to detail
- Ability to work collaboratively with colleagues and stakeholders
- Demonstrated strong customer service skills
- Strong written and verbal communication skills
- Exceptional integrity and consistent follow-through
- Experience communicating with high-value partners and stakeholders
Experience using Salesforce and Asana (or similar CRM and project management tools)
- Demonstrated track record of being a strong team player, organized, and detailed
- Proficient in Word, Excel, PowerPoint, and internet-based program utilization
- Ability to office at home; comfortable with telecommunication/teleconferencing
- Availability to work a flexible schedule on occasions, including evenings and weekends, to support webinars, programs and events
- 5% Travel
Benefits:
Generous PTO and Paid Holidays, Health Insurance, Dental Insurance, Vision Insurance, 401k, Pet Insurance, Abbreviated Fridays