Finance Manager

Finance Manager

Reports To: Executive Director
Works Closely With: Operations Manager, Program Directors, Billing Staff/Vendors, Fiscally Sponsored Partners

Position Summary

The Finance Manager serves as the lead financial authority overseeing the financial operations and fiscal health of HEPPAC and its fiscally sponsored partners. This role ensures strong internal controls, accurate reporting, regulatory compliance, and strategic financial planning aligned with the organization’s mission and growth strategy, in support of HEPPAC’s harm reduction, HIV prevention, and community-based public health services.

The Finance Manager manages accounting operations, grant and contract compliance, medical billing reimbursement oversight, payroll authorization coordination, and financial administration for fiscally sponsored agencies.

This position serves as the lead financial authority under the direction of the Executive Director and works in close alignment with Operations to ensure agency-wide efficiency and sustainability. This role ensures compliance with federal, state, county, and funder requirements across all financial operations.

Core Responsibilities

Duties include, but are not limited to:

1. Organizational Financial Management

· Oversee all accounting functions, including general ledger, accounts payable/receivable, reconciliations, and monthly close
· Prepare monthly financial statements (Profit & Loss, Balance Sheet, Cash Flow) for Executive Director review
· Lead the annual budgeting process in collaboration with the Executive Director and program leadership
· Conduct budget-to-actual variance analysis and provide recommendations
· Monitor organizational cash flow and liquidity, including contingency planning
· Maintain strong internal controls and financial policies
· Ensure accuracy and integrity of financial data across all systems and reporting processes
· Responsible for generating monthly invoices for all contractors and submitting them to the Executive Director for approval

2. Payroll & Timekeeping Oversight

· Coordinate with Operations regarding time and attendance systems
· Review payroll reports prior to final authorization
· Ensure payroll accuracy and compliance with organizational policies and applicable labor regulations in coordination with the external payroll provider
· Maintain documentation for audit and regulatory compliance

3. Medical Billing & Reimbursement Oversight

· Oversee medical billing processes to ensure accurate and timely claims submission
· Monitor reimbursements from Medi-Cal and other third-party payers
· Review denial reports and support corrective action processes
· Reconcile billing revenue with financial statements
· Track reimbursement trends and identify opportunities to improve revenue capture
· Ensure compliance with payer regulations and documentation standards

4. Fiscally Sponsored Program Management

· Provide full financial oversight for all fiscally sponsored agencies under HEPPAC
· Maintain separate tracking of restricted funds and budgets per sponsored partner
· Prepare financial reports for sponsored agencies (monthly or quarterly)
· Ensure compliance with fiscal sponsorship agreements
· Support sponsored partners with budget development and grant reporting
· Monitor administrative fees and shared cost allocations
· Ensure transparency and accountability across all sponsored financial activities

5. Grants, Contracts & Compliance

· Prepare financial reports for grants and government contracts and support communication with funders as needed
· Support the development team with grant budgets and budget modifications
· Ensure compliance with funding requirements, contract terms, and cost allowability standards
· Serve as the primary liaison for the annual audit, tax filings (Form 990), and financial monitoring activities
· Maintain documentation required for state, county, and federal reporting

6. Strategic & Executive Support

· Provide financial analysis and strategic insight to inform executive decision-making
· Develop financial projections and sustainability models
· Support evaluation of new program opportunities and funding streams
· Advise the Executive Director on financial risk, cost containment, and growth strategy

7. Additional Responsibilities

· Perform other finance and administrative duties as assigned

Qualifications

· Bachelor’s degree in Accounting, Finance, or a related field required
· 5 years of nonprofit financial management experience
· Experience managing government contracts and reimbursement-based funding (e.g., medical billing) required
· Experience overseeing fiscally sponsored programs strongly preferred
· Strong knowledge of nonprofit GAAP and restricted fund accounting
· Experience with payroll systems and accounting software (e.g., QuickBooks or similar)
· High level of discretion and integrity
· Commitment to harm reduction principles and community-based public health work

Competencies

· Strategic thinking with operational execution
· Strong analytical and problem-solving skills
· Clear communicator across finance, operations, and program teams
· Ability to manage multiple funding streams and compliance deadlines
· Detail-oriented with systems mindset
· Ability to navigate complex, fast-paced, and evolving organizational environments

Position Impact at HEPPAC

The Finance Manager plays a critical leadership role in ensuring HEPPAC’s financial integrity, sustainability, and compliance while supporting agency-wide operations and fiscally sponsored partners. This role ensures that financial systems support—not hinder—program growth and service delivery.

Pay: $90,000.00 - $105,000.00 per year

Work Location: In person

Salary : $90,000 - $105,000