Finance Specialist

Position Summary

The Finance Specialist supports the day-to-day financial operations of the organization by maintaining accurate financial and donor records across multiple systems. This position requires strong attention to detail, excellent data-entry and reconciliation skills, and the ability to manage multiple responsibilities and deadlines.

The Finance Specialist works closely with organizational leadership and program staff to ensure financial information is accurate, timely, and available for grant reporting, board reporting, audits, donor management, and program operations.

Essential Job Functions

Financial Data Entry and Tracking

• Perform day-to-day financial data entry across multiple accounting, donor, and program systems.
• Accurately record and track donations, payments, deposits, and other financial transactions.
• Maintain consistency and accuracy of financial information across multiple databases.
• Reconcile information between systems and identify discrepancies requiring follow-up.
• Maintain organized documentation supporting financial transactions.

Donation and Fund Management

• Track donations and donor activity in multiple systems.
• Manage and track donor-advised funds and related transactions.
• Maintain accurate records of payments, donations, fund balances, and distributions.
• Generate reports and summaries from donor and financial systems as needed.

Cottages United

• Manage and track tenant payments for the Cottages United program.
• Maintain accurate tenant payment records and related financial documentation.
• Prepare payment reports and summaries as needed for program and financial reporting.

Grant and Board Reporting

• Gather, organize, and summarize financial information required for grant reporting.
• Assist with preparation of financial information for board and committee meetings.
• Produce reports and financial summaries from multiple systems.
• Work with program and leadership staff to ensure financial reporting deadlines are met.

Community Resource Center

• Manage annual Community Resource Center billing.
• Maintain billing records and track payments.
• Prepare reports and summaries related to Community Resource Center financial activity.

Audit Support

• Assist with annual audit preparation.
• Gather financial records, reports, transaction documentation, and supporting materials requested by auditors.
• Maintain organized records to support efficient audit and financial review processes.

Bus Pass Distribution

• Manage the financial and administrative tracking of bus pass distribution.
• Maintain accurate inventory, distribution, and reconciliation records.
• Prepare periodic reports regarding bus pass usage and distribution.

Software and Systems

The Finance Specialist will regularly work within multiple financial, donor management, and reporting systems, including:

• Sage
• DonorPerfect
• FIMS
• iPledge
• Donation Tracker
• Microsoft Office, with a strong emphasis on Excel

The ability to learn and work efficiently across multiple software platforms is essential.

Required Skills and Qualifications

• Highly proficient in Microsoft Excel, including organizing, analyzing, reconciling, and summarizing financial data.
• Experience with nonprofit accounting and financial processes.
• Strong data-entry skills with a high degree of accuracy.
• Exceptional attention to detail.
• Ability to work effectively with multiple financial and donor-management systems.
• Ability to reconcile information across different databases and identify discrepancies.
• Strong organizational and recordkeeping skills.
• Ability to prioritize multiple responsibilities and work effectively under deadlines.
• Ability to prepare clear financial reports and summaries.
• Ability to handle financial and donor information with appropriate confidentiality and discretion.
• Strong communication skills and ability to work collaboratively with staff across multiple programs.

Preferred Qualifications

• Previous experience working in a nonprofit organization.
• Experience with Sage, DonorPerfect, FIMS, iPledge, Donation Tracker, or similar financial and donor-management systems.
• Experience supporting grant financial reporting and annual audits.
• Experience managing donor-advised fund transactions or other restricted/designated funds.

Key Attributes for Success

The successful Finance Specialist will be highly organized, dependable, accurate, and comfortable working with detailed financial information. This position is particularly well suited for someone who enjoys working with numbers and systems, can move easily between multiple databases and programs, and takes ownership of ensuring financial information is complete and accurate.

I would also recommend adding accounts payable/receivable, bank or account reconciliations, cash/deposit processing, and internal controls if this person will have those responsibilities. Those additions would make the position read more clearly as a true finance role rather than primarily a data-entry position.