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Position:Finance, Operations & Grants Management Associate
Closing Date:11/23/2015

 Position Overview

Under general supervision of the Director of Operations, the Operations and Grants Management Associate will provide a wide variety of administrative support for the day-to-day office functions of the organization. The person in this position works across human resources, finance, grant management and donor relations, in addition to administration functions.

Job Responsibilities


  • Provide administrative support to the Director of Operations including maintenance of various tracking spreadsheets, document preparation and distribution, and maintaining highly organized files review, reimbursements, check requests, and other accounts payable items for completeness and accuracy.
  • Process bill payments and any bank transfers on a bi-weekly basis.
  • Reconcile petty cash balance and corporate credit card statements monthly.
  • Work closely with the accountant and assist with monthly and fiscal year-end reconciliations.
  • On a weekly basis, manage a finance assistant who is responsible for QuickBooks data entry and upkeep.
  • Assist with annual audit preparation and execution (typically summer).
  • Assist with the preparation of Form 990 and 1099s. (early each year).
  • Assist with annual budgeting process and strategic plan development. Work with the Director of Operations to plan budget development and budget modifications for new, continuing or follow-on funding opportunities.
  • Track investments (T-Bills) and monitor account balances, monthly.
  • Monitor and make suggestions for internal controls, as needed.

Grant Management

  • Assist the director of operations in tracking grant-related financial reporting deadlines.
  • Coordinate with accountant to prepare interim and final financial grant reports for two major grants each year and occasional additional reports.
  • Create vendor cost spreadsheet one month following appropriate Alliance events to track expenditures for final grant reports.
  • Contribute to final grant narratives for selected grants, as needed.

Human Resources

  • Act as the primary liaison with the Center for Nonprofit Advancement and DC Health-Link and process benefit paperwork, including coordinating Health Insurance Open Enrollment and Flexible Spending Account Open Enrollment paperwork, once a year.
  • Prepare and distribute time sheets bi-weekly, and assist in processing payroll when necessary.
  • Prepare new hire paperwork and enroll employees into health insurance, life insurance and retirement programs.

Administrative & IT

  • Co-manage incoming calls, mail and other deliveries, field questions as well as provide organizational information, take messages and greet visitors as needed, daily.
  • Serve on a support team with two other associates for technical, computer and network troubleshooting, as needed.

Required Qualifications

  • Highest level of integrity and confidentiality.
  • Bachelor’s degree in accounting or related field preferred.
  • 2-5 years of professional experience.
  • Strong Excel skills.

Knowledge, Skills, and Abilities

  • Familiarity with QuickBooks or other accounting software desired.
  • High level of analytical ability and attention to detail.
  • Effective organizational and time management skills.
  • Ability to prioritize and manage multiple projects in a fast paced, deadline driven environment.
  • Experience with business operations, preferably in the non-profit sector.
  • Budget management experience; finance and/or accounting experience strongly preferred.

To Apply:

Submit a brief cover letter, resume and the names and contact information of
two professional references to


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