Responsibilities

1. Financial Oversight & Vendor Management:

• Work with the executive team to develop practices around allocating expenses to grants, monitoring burn rate, and managing spend strategy in real time.
• Monitor expenses and maintain financial records in compliance with nonprofit standards.
• Independently process financial transactions including expenses, vouchers, and invoices.
• Execute the monthly closing of financial books, allocation of monthly costs across programs, and production and analysis of financial reports, including monthly and annual statements. This includes balance sheet adjustments, journal entries, and reconciling monthly bank and investment statements using QuickBooks. Ensure timely and accurate financial reporting.
• Oversee financial planning and reporting for grants, including for complex and multi-year awards, and managing restricted vs. unrestricted funding strategies to support organizational flexibility and sustainability. Generate grant budget proposals and reports in coordination with program staff and senior leadership.
• Develop and implement a strategy for maintaining and growing cash reserves as a buffer against risk.
• Manage the annual audit process, ensuring accuracy, timeliness, and successful outcomes. Proactively address identified weaknesses.
• Manage budget and payment for external contractors, vendors. Track and manage deliverables with associated contracts and agreements.

2. Human Resources:

• Manage recruitment, onboarding, and training for new staff.
• Drive performance review process in conjunction with senior leadership, including timely completion of performance reviews and maintenance of employee personnel files.
• Assist with development and implementation of personnel policies and procedures and coordinate with external legal counsel as needed.
• Liaise with the organization’s contracted Professional Employer Organization and recommend optimizations to PPG’s use of the platform.
• Other HR duties as needed and appropriate.

3. Technology and Systems:

• Implement and manage organizational software and tools to streamline business processes (e.g., CRM, project management, accounting software).
• Support development, implementation, and compliance with confidentiality controls, data security, and other IT policies and procedures.
• Liaise with IT-related vendors.

4. Compliance and Risk Management:

• Create and implement systems, policies, and procedures for tracking and compliance with nonprofit regulations (including tax filings and reporting requirements), grant and contract terms and conditions, corporate governance policies, and other compliance matters, by monitoring and tracking obligations and deadlines.
• Develop, implement, and enforce key financial and administrative policies (e.g., travel, expense reimbursement, and contract signatory processes).
• Maintain and update organizational insurance policies.
• Track organizational deliverables that are due to foundations and other organizations.

5. Executive Functions:

• Support executive team on Board of Directors management including creating budget and other operational updates and compliance materials.
• Plan team retreats and events, including coordinating teamwide logistics and reimbursements.
• Provide general administrative support to the CEO and COO, including initially scheduling meetings and travel and in the future managing administrative staff.