Finance Manager

Finance Manager

DEPARTMENT: Administration
REPORTS TO: Executive Director
Salary: $

Schedule: 8:00 AM – 5:00 PM (1-hour lunch break) Flexibility is 

Classification: Exempt

Job Description

The Finance Manager is responsible for overseeing all financial operations of the organization, including payroll processing, budgeting, expense management, accounting, grant tracking, and financial reporting. This role ensures compliance with organizational policies, funder requirements, and federal/state regulations.

The Finance Manager plays a critical role in maintaining financial integrity, supporting program sustainability, and ensuring proper allocation and tracking of funds across multiple funding sources. This position requires the timely preparation and submission of invoices and financial reports to ensure accurate and prompt reimbursement from funders and partners.

The Finance Manager must work closely with program staff, leadership, and other departments to collect, verify, and compile financial data, expenses, and supporting documentation required for reporting, billing, and compliance purposes. Strong collaboration across departments is essential to ensure accuracy and completeness of all financial submissions.

This role requires a high level of confidentiality and discretion, as the Finance Manager will handle sensitive financial, organizational, and client-related information. Maintaining the privacy and security of all financial records and data is a core responsibility of this position.

This position may require flexibility in work hours, including occasional evenings or weekends, based on reporting deadlines, financial close processes, or urgent organizational needs.

 Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Financial Management & Accounting

• Maintain and oversee all financial records using accounting systems (e.g., QuickBooks).
• Record daily financial transactions including income, expenses, accounts payable, and receivable.
• Review contracts and accurately input financial data (revenues and expenses).
• Reconcile bank accounts, credit cards, and general ledger accounts on a monthly basis.
• Prepare and submit monthly, quarterly, and annual financial reports to the Executive Director.
• Ensure proper financial documentation and audit readiness at all times.
• Monitor cash flow and maintain financial stability of the organization.

Payroll & Benefits Administration

• Process payroll bi-weekly, Weekly or monthly, ensuring accuracy and compliance with labor laws.
• Maintain payroll records, timesheets, and employee compensation data.
• Coordinate payroll taxes, withholdings, and benefits deductions.
• Work with HR and external payroll providers as needed.
• Ensure compliance with federal and state payroll regulations.

Budgeting & Expense Management

• Develop, monitor, and manage organizational and program budgets.
• Track expenses against approved budgets by program and funding source.
• Ensure proper cost allocation across multiple grants and funding streams.
• Analyze variances and provide recommendations to leadership.
• Organize and maintain receipts and expense documentation by program and month.

Grants & Contract Financial Management

• Track and manage funding from multiple sources (e.g., OMRS, ECDC, State of Maine, DOJ, foundations).
• Prepare and submit financial reports and invoices to funders 1st of every month.
• Ensure compliance with all grant requirements and allowable cost guidelines.
• Allocate expenses accurately across programs with multiple funding streams, ensuring compliance with reimbursement models .
• Support budget development for grant proposals and renewals.

Accounts Payable & Receivable

• Verify and process vendor invoices and payments.
• Reconcile discrepancies with vendors and internal departments.
• Prepare and track invoices for services provided by the agency.
• Monitor receivables and follow up on outstanding payments.
• Support billing processes, including insurance and private pay billing.

Financial Reporting & Compliance

• Prepare monthly financial statements (profit & loss, balance sheet, budget vs. actual).
• Ensure compliance with GAAP, organizational policies, and funder requirements.
• Support audits and provide required financial documentation.
• Maintain internal controls to safeguard financial assets.

Administrative & Operational Support

• Maintain organized financial filing systems (electronic and paper).
• Support procurement processes in line with agency policies.
• Collaborate with leadership and program staff on financial planning.
• Supervise finance staff or consultants, if applicable.
• Participate in required trainings and organizational meetings.

Minimum Qualifications

Education

• Associate’s degree in Accounting, Finance, Business Administration, or related field required
• Bachelor’s degree preferred

Experience

• Minimum of 3 years of accounting/finance experience (nonprofit preferred)
• Experience with payroll processing and financial reporting
• Experience managing multiple funding streams and grants
• Experience with bookkeeping, billing, and financial compliance
• Experience working with immigrant/refugee communities preferred

Skills & Attributes

• Strong knowledge of accounting principles and financial management
• Experience with accounting software (QuickBooks preferred)
• High level of accuracy and attention to detail
• Strong organizational and time management skills
• Ability to manage confidential financial information
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team

Additional Requirements

• Valid Maine Driver’s License
• Ability to lift 15–20 lbs (as needed)
• Ability to manage multiple priorities and deadlines

Disclaimer
All duties and responsibilities are essential functions and may be modified to reasonably accommodate individuals with disabilities. This document does not create an employment contract, and employment remains at-will. This position is funded through contracts and/or grants, and its continuation is contingent upon the availability of funding.

Staff: _________________________________________ Date: __________

Executive Director: ______________________________ Date: __________