Boys & Girls Clubs of Malibu Hiring for Finance and Administration Manager Job at Malibu, CA Full Time

TITLE: Finance and Administration Manager
DEPARTMENT: Administration
REPORTS TO: Chief Executive Officer
FLSA STATUS: Exempt

PRIMARY FUNCTION: The Finance and Administration Manager provides supervising/conducting/implementation of all financial operations and managing the administrative duties of the organization; ensuring financial integrity and accountability and maintain internal controls. Regular clerical and administrative support; prepares correspondence and financial reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files. Salary to commensurate with experience and full employer paid benefits. This is a full-time salary position, 40 hours per week in-office. $55K-65K DOE with merit based pay increases.

KEY ROLES (Essential Job Responsibilities):

• Oversees and conducts bookkeeping of organizational financials and prepares monthly financial reports.
• Oversee and prepares annual FSA audit/taxes, accounts payables/receivables and QuickBooks.
• Federal Grant oversight, support and data entry. Past experience with federal grants administration, billing, and reporting is highly desirable.
• Provides financial oversight of federal and non-federal grants and contracts.
• Provide support with federal and non-federal grant portals for data collection and reporting.
• Perform regular administrative duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.
• Maintain all insurance policies.
• Maintain contracts with vendors and partners.
• Maintain payment system for all enrolled members on monthly payment plans.
• Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.
• Oversees employee documentation and onboarding with HR.
• Oversees payroll.
• Oversees pension plan.
• Prepares and issues all 1099s.
• Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
• Create administrative and organizational efficiencies for the organization.
• Assist with special events and forward-facing donor opportunities.
• Interacts with donors, funders and cliental.
• Maintain supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. Prepare meeting agenda and minutes, as requested.
• Maintain master schedule of Club activities and events, collecting and disseminating information to Club staff.
• Monitor office supply inventory and order supplies as necessary.
• May be responsible for managing inventory of office equipment and service contracts.
• May serve as Club receptionist, greeting members and visitors and maintaining attendance and visitor logs.
• Perform other related administrative duties as requested.

RELATIONSHIPS:
Internal: Maintain close daily contact with Club staff and supervisor to receive/provide information, discuss issues, explain guidelines/instructions, instruct and advise/counsel.

External: Maintain contact with members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

SKILLS/KNOWLEDGE REQUIRED:

• High school diploma or equivalent
• Proficient in Excel and QuickBooks
• Can create and manage budgets and expense reports
• Attention to detail
• One year of office clerical experience
• Training in administrative skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Excellent written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Team player
• CRM or Salesforce experience highly desirable or willingness to learn (with provided training)
• Bilingual (Spanish-speaking) highly desirable

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Please evaluate and describe any physical skills, abilities or working conditions required to perform the essential duties of this position, as required by the Americans with Disabilities Act.

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Job Type: Full-time

Pay: $55,000.00 – $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Malibu, CA 90265: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you willing to undergo a background check?

Work Location: One location