Description

Job Description:

Nonprofit Fiscal Manager

Location:

Santa Cruz, CA

This position is approved for hybrid work (partial onsite & partial remote work in California)

Supervised by:

Executive Director

Employment Type:

Full-Time, Exempt

Salary Range: $75,000 - $85,000 (depending on experience)

Benefits package includes dental, vision, medical, and life insurance, with the option of enrolling in a retirement plan, Flexible Spending Plan (FSA), and Employee Assistance Plan (EAP). 14 paid holidays annually in addition to accruable vacation and sick paid time off.

About Us:

Walnut Avenue Family & Women’s Center (Walnut Avenue) is a 501 (c) 3 public benefit organization and family center dedicated to improving the quality of life for women, children, and families in Santa Cruz County since 1933. Our mission is to end cycles of trauma, support lifelong learning, and promote healthy relationships with oneself and others. www.wafwc.org.

Many of the families participating in Walnut Avenue programs are from underserved populations due to poverty, lack of stable housing, and/or domestic violence. We are seeking a strategic and mission-driven Fiscal Manager to contribute and strengthen our internal infrastructure, ensuring our organization runs efficiently, compliantly, and with a deep commitment to our values.

Position Summary:

The Fiscal Manager is responsible for overseeing all financial operations of Walnut Avenue Family & Women’s Center (Walnut Avenue) and ensuring compliance with nonprofit accounting standards as well as grant and vendor contractual agreements. This role supports the Executive Director, Board of Directors, and Program Directors in maintaining sound financial management across all programs and funding sources. Key responsibilities include full-charge bookkeeping, budgeting, financial reporting (GAAP/GASB), grant-related fiscal management, billing, payroll, internal controls, and coordination with a CPA to complete an annual audit of financial statements and filing of tax reports.

The Fiscal Manager collaborates with staff, vendors, and contractors to promote operational efficiency and fiscal responsibility that advances Walnut Avenue’s mission. They play an active role in developing the Fiscal Policies & Procedures, developing and implementing the fiscal year Allocation Plan as well as the Fiscal Year budgets, and monitoring expenditures to align with agency and grant requirements; providing timely, accurate financial reports to the Leadership Team, Board of Directors, and funders. Working closely with the Board Treasurer, accountant, and auditor, the Fiscal Manager upholds strong checks and balances to prevent fraud and ensure early detection of financial risks.

Duties and Responsibilities:

Financial Management & Accounting

• Performs all bookkeeping and accounting functions for the organization
• Performs accounts payable and receivable functions weekly.
• Reconciles cash & credit accounts monthly to ensure accuracy, monitoring credit card usage with an eye for grant compliance and budget limitations
• Works closely with the Board treasurer and accountant to prepare monthly, quarterly, and annual financial statements for internal management, the Board, and funders.
• Utilize Araize FastFund non-profit accounting system to track multiple government grants and donations.
• Coordinate regularly with Development staff to ensure accounts receivable data from the Donor Management system is entered monthly into FastFund
• Monitor contracts with administrative vendors and negotiate rates where possible
• Monitoring and managing bank accounts, loans (including the mortgage and Line of Credit), and credit card accounts and reconciliations.
• Work with the Executive Director in implementing, reviewing, and revising as needed Walnut Avenue’s Fiscal Policies and Procedures.
• Implement and enforce the Board-approved Allocation Plan and Fiscal Policies & Procedures
• Continuously review and update the Chart of Accounts as needed to ensure efficiency and grant compliance.
• Ensure timely month-end and year-end closes in line with agency Fiscal Policies & Procedures.
• Oversee cash flow and manage investments and reserve accounts according to board policy.

Reporting & Compliance

• Prepare accurate financial statements (monthly, quarterly, annually)
• Ensure compliance with accounting principles, internal policies, contracts, and grant requirements.
• Maintain documentation and records to support audit and compliance requirements.
• Coordinate and manage the annual financial audit, including preparation of schedules and liaison with external auditors.
• Work with the CPA to prepare the annual information return (Form 990 or equivalent), including subsequent Board review and approval prior to filing. Ensure filing of 990 and RRF-1.
• Ensure legal and governmental compliance with financial reporting requirements of revenue sources.

Payroll & HR (in close collaboration with HR)

• Process semi-monthly payroll, ensuring accurate and timely payment of wages, benefits, reimbursements and other forms of employee compensation, including implementing pay rate changes, benefits changes, and any deductions necessary
• Resolves payroll discrepancies related to employee paychecks
• Ensure appropriate coding of payroll to programs, grants, and cost centers.
• Support compliance with applicable employment and payroll-related regulations.
• Process and issue 1099s for vendors and contractors, and ensure delivery and understanding of employee W-2 tax forms
• Utilize Paychex payroll systems, records, and reports, including tax filings, reconciliations, and audit documentation.
• Implement payroll system updates and adjustments as required by law or organizational policy. 
• Work collaboratively with the Human Resources Partner to ensure payroll practices comply with federal, state, and local employment laws, including California wage and hour requirements.

Grant Management & Budgeting

• Lead annual budget development projections, and monitoring of expenses.
• Track grants and contracts’ income & expenses, ensuring proper allocation, particularly when it comes to payroll and allowable admin expenses
• Prepare monthly reports of income and expenses by department and program in preparation for Department Fiscal meetings, and prepare quarterly budget to actual reports for Board and Leadership Team
• In coordination with the Directors of programs and the Executive Director, populates and submits timely grant invoices and other grant-required fiscal reports.
• In coordination with the Directors of programs and Executive Director, set up cost allocations to ensure expenditures of funds are in line with grant budgets, organization budgets, and all applicable laws and regulations.
• In coordination with the Director of EEC, oversees and invoices for collection of EEC Family Fees when applicable
• Completes required trainings such as CACFP mandated annual training.

Systems, Processes & Team Coordination

• Actively participate in the weekly Leadership Team Meeting, the monthly Board Finance Committee, and the monthly Department Fiscal meetings with individual Department Directors
• Provide financial data and insight to the Board and leadership for decision-making.
• Collaborate with the development team on fundraising efforts.
• Foster strong internal controls and segregation of duties.
• Work towards the reduction in paperwork by digitizing fiscal and HR-related documentation in line with applicable laws and regulations.
• Maintain and continuously improve financial processes, systems, and internal controls.
• Work with the Executive Director to maintain banking relationships and manage cash flow, including monitoring balances, cash flow, and forecasting.
• Perform other duties as assigned related to the financial management and business operations of Walnut Avenue.

Requirements

Position Qualifications:

• Bachelor’s degree in accounting, Finance, Business Administration, or related field.
• Minimum 5 years of experience in financial management preferably in a nonprofit environment
• Working knowledge of California payroll and wage-and-hour requirements.
• Experience with payroll and payroll systems (e.g., Paychex Flex or similar) preferred
• Familiarity with the fiscal management of multiple, simultaneous government grants
• Strong attention to detail, judgment, and ability to collaborate across departments.
• Familiarity with accepting donations and donor management systems preferred