Associate Vice President of Finance and Grants Administration

1 day ago

oakland, United States Tech Army, LLC Full time

Essential Duties and Requirements:

  • Responsible for all accounting, bookkeeping, budget preparation and procurement for all OIC businesses. Accountable for
  • developing annual organizational budget per guidance from and with the Vice Presidents and CEO.
  • Responsible for timely and accurate submission of all fiscal reports to all stakeholders as prescribed.
  • Responsible for timely completion and or facilitation of agency indirect cost rate negotiations.
  • Responsible for all preparation of audit process, including but NOT limited to working with the Vice President of Finance
  • and Operations and CEO on contract negotiations with the audit firm.
  • Responsible for training and development of all agency staff around fiscal matters to assure the compliance of their respective
  • responsibilities per regulations of all stakeholders, GAAP and OMB.
  • Develops, follows, and reviews agency internal control policies and procedures to ensure compliance with all funders and
  • stakeholders’ regulations and requirements to include federal, state, local regulations as well as those prescribed by the Board
  • of Directors.
  • Prepares all financial reports including income statements and balance sheets for monthly CEO and Vice Presidents, Board
  • meetings and the Finance Committee, and other entities as needed.
  • Maintains all fiscal and contractual controls in accordance with generally accepted accounting principles, resulting in
  • unqualified opinion at completion of each financial audit.
  • Responsible for final preparation, review, and final submission of reimbursement packages to funders in a timely and
  • accurate manner.
  • Serves as the contact person for all reimbursements. Further assures that all monthly expenditures are allocated appropriately
  • to respective funding sources.
  • Meets regularly with Vice Presidents and the CEO to provide updates on fiscal conditions, forecasts and recommendations.
  • Reviews reports to analyze projections of expenditures and income against actual figures, budgeted expenses against final
  • totals, and coordinates methods of improving fiscal systems and implementation processes as appropriate.
  • Confers with Vice Presidents and CEO to coordinate and prioritize budget planning.
  • Assists in the development of all grant proposals and/or contracts sought after on behalf of OIC.
  • Develops accountability standards for sub-grantees and monitors adherence to established guidelines.
  • Manages all fiscal aspects of OIC including resource utilization assessment and projections.
  • Performs contract compliance monitoring of OIC sub-grantees to ensure accountability of funding and meeting contract
  • deliverables. Duties will also entail the desk audit of reimbursements from the sub-grantees’ agencies.


Key responsibilities of the Job Coach include but are not limited to:

  • Engaging participants in ongoing discussions about their employment goals
  • Using motivational interviewing techniques as appropriate to help guide participants to goal achievement.
  • Developing and producing a professional resume for each participant
  • Maintaining weekly contact with participants to track their progress to interview readiness
  • Facilitating group sessions and workshops to build employment readiness skills
  • Administrative Support
  • Regularly discussing each participant’s job start ready progress with colleagues; problem solving with colleagues when needed
  • Reviewing participants’ daily performance rating provided by their worksite supervisor
  • Maintaining accurate client records in Salesforce; updating progress notes in Salesforce during and after each meeting with
  • participants
  • Maintaining contact with work crew site supervisors; exercising responsiveness to their concerns
  • Recording and reporting monthly progress summaries for each participant, detailing steps taken to resolve challenges and the
  • quality of overall participant participation
  • Performing other tasks and responsibilities that will be assigned from time to time.
  • Must be able to adhere to OIC’s Value Statement by:
  • Maintaining respect and professionalism for all stakeholders, namely staff and participants, at all times.
  • Maintaining steadfast commitment to quality service for all OIC participants at all times.
  • Facilitating open communication in order to foster a productive and professional environment.
  • Demonstrating a steadfast commitment to service.
  • Maintaining an environment of integrity at all costs.
  • Focus and maintaining the effort of development and professional growth.
  • Performs additional duties as required by the CEO and Board of Directors.
  • Essential Human Resources Responsibilities:
  • Ensures optimal usage and efficiencies of OIC’s Paychex HRIS system.
  • In collaboration with senior OIC leadership coordinates OIC’s leadership series.
  • Serves as the staff liaison to OIC’s Board HR committee.
  • Ensures that OIC’s benefits meet the needs of staff, are market compatible, and financially competitive.
  • Performs administrative/HR functions including, but not limited to, payroll and benefits coordination; updates and acts as
  • custodian of the policy manual with support from the Vice Presidents, CEO and/or appointed staff member.


Qualifications/Experience:

  • Bachelor’s Degree in Business Administration, Accounting, or Finance; Master’s degree preferred. A minimum of 10 years of
  • professional experience in an Executive management/leadership role, ideally in a rapidly evolving institution.
  • 8-10 years of experience in non-profit and/or governmental fiscal management and administration with increasing
  • responsibilities for multi-faceted direction and planning, particularly in non-profit sector.
  • A minimum of five years of documented successful fiscal grants management experience at the management level is required.
  • Working knowledge of Abila MIP fiscal software is not required but a plus.
  • Highly organized with an ability to wear multiple hats in a fast-moving environment. A driving force who manages toward
  • clarity, solutions stated outcomes per the CEO and VP of Finance. A successful track record in setting priorities, shaping
  • processes, guiding investments in people and systems.
  • Thorough understanding of project management with the ability to work effectively under pressure to meet tight deadlines
  • and goals.
  • A strong effective leader of people, a consummate team player with a creative and strategic approach.
  • The ability to lead and motivate groups and individuals. A strong ability to think creatively and strategically to successfully
  • mediate and negotiate with individuals and groups, internally and externally.
  • Able to overcome obstacles to foster harmonious relations and cooperation.
  • Strong project management skills with the ability to balance competing priorities, complex situations, and tight deadlines.
  • Excellent written, verbal, and interpersonal communications skills.
  • Ability to develop and review budgets
  • Ability to produce and decipher complex written reports
  • Personal qualities of integrity, credibility, loyalty and a strong commitment to the mission of OIC of South Florida

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