The Finance Coordinator is a high-level administrative position that works closely with and supports the Finance department leadership team. The Coordinator supports all activities of the Finance department, including communications, scheduling, special projects, and meetings.

DUTIES

SUMMARY

The Finance Coordinator is a high-level administrative position that works closely with and supports the Finance department leadership team. The Coordinator supports all activities of the Finance department, including communications, scheduling, special projects, and meetings.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Completes a broad variety of administrative tasks for the Finance department. Coordinates team meetings; completes expense reports and invoices; coordinates complex and detailed travel arrangements, itineraries, and agendas.

• Serves as the primary scheduler for the Finance department; confirms scheduled meetings and ensures appropriate parties are informed.

• Represents the Finance department in an articulate, courteous and professional manner to internal and external stakeholders. 

• Creates and edits presentations, documents, and reports with attention to detail and accuracy.

• Develops and maintains a working knowledge of departmental operating procedures, responds to related questions, and ensures the smooth functioning of the department.  Participates in streamlining and documenting of procedures as appropriate.

• Responsible for internal communications from the Finance department including, but not limited to, defining templates; preparing and sending internal communications; preparing slide decks for agency-wide meetings; and managing finance-related content distributed internally via the company intranet (Mango). 

• Plans, organizes, and coordinates meetings and divisional events including offsite meetings and department or cross-functional workshops. Coordinates facilities/location and food and refreshments; secures and operates necessary media equipment and video conferencing; prepares and distributes meeting announcements and materials; collects, organizes and synthesizes relevant data outputs and conducts required follow-up; ensures room is vacated and tidy after event.

• Manages the master calendar for the Finance leadership team. Organizes plans and action items and supports the administration of the department’s task and meeting agenda management tools.

• Organizes and implements special projects relative to department needs; follows up with others to ensure projects are completed as scheduled.

• Processes department-specific vendor payment request forms and, incoming agency check deposits, and reconciles gift card inventory and distribution.

• Coordinates agency-wide inquiries related to RAMP, NetSuite, and other finance systems.

• Researches readily available information using the internet or other sources; gathers and organizes data and prepares documents for review; performs routine analysis of information/data as needed.

• Pulls and organizes financial documentation in support of internal and external reviews and audits.

• Provides administrative support for compliance activities and grant tracking, including document preparation and deadline monitoring.

• Orders and maintains office supplies.

• Processes incoming mail, outgoing mail including interoffice mail, overnight services, delivery services, and registered mail.

ADDITIONAL DUTIES

• Other duties and special projects as assigned

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities

QUALIFICATIONS

EDUCATION & EXPERIENCE

• High school diploma or general education degree (GED) required.

• Bachelor’s degree in related field, preferred

• 5+ years of administrative experience, with at least 3 years as an administrative or coordinator role in a finance or professional services environment.

OTHER QUALIFICATIONS

• Strong organizational skills that reflect ability to coordinate projects and perform and prioritize multiple tasks seamlessly and in a timely manner with excellent attention to detail.

• Strong interpersonal skills and the ability to build relationships with internal and external agency stakeholders.

• Effective time management skills and ability to identify and anticipate business needs.

• Excellent verbal and written communication skills, including the ability to draft correspondence, meeting minutes and other communications quickly with minimal direction.

• Demonstrated proactive approach to problem-solving with strong decision-making capability.

• Highly resourceful team player with the ability to be extremely effective independently.

• Proven ability to handle confidential information with discretion and establish and maintain complex and confidential files, records and official documents.

• Proven ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

• Forward-thinking and proactive contributor who actively seeks opportunities and proposes solutions.

• Familiarity working with organizational budgets.

• Excellent and accurate data entry skills.

• Maintains patient privacy, including protecting confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities.

• Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities.

• Sensitivity to service population’s cultural and socioeconomic characteristics.

• Punctual and dependable attendance.

• Possesses a valid driver's license and state-required auto insurance or reliable transportation depending on business needs

• This is a hybrid role which requires travel to CII sites about 40%-50% of the time (about 2-3 times per week)

• Free from alcohol and drug abuse.

• Understands CII’s basic philosophy and participates fully in carrying out its mission.

CERTIFICATES, LICENSES, REGISTRATIONS

• None required

COMPUTER SKILLS

• Advanced knowledge of Microsoft Office 365 (i.e., Word, PowerPoint, Excel, Teams, etc.)

• Working knowledge of Adobe Acrobat

• Virtual work processes including Zoom virtual meetings and Microsoft Teams

• Familiarity with board portal software including BoardEffect a plus.

VISION REQUIREMENTS

• No special vision requirements

NOISE LEVEL

• Moderate noise

REQUIRED TRAINING

• New Hire Orientation

• AB-1343: Sexual Harassment Prevention Training

• Mandated Reporter

COMPENSATION:

$73,601.00 USD - $85,469.00 USD

In accordance with California law, the expected pay range for this position is included in this posting.  The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

BENEFITS: 

• Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year 

• Excellent medical, dental, and vision insurance for eligible employees and qualified dependents

• 403b Retirement Plan with employer contribution for eligible employees

• Up to $4,500 in tuition reimbursement per calendar year

• Eligible for the Public Service Loan Forgiveness program 

• Flexible Spending Account (FSA) & Health Savings Account (HSA)

• Employer paid Life and AD&D Insurance 

• Voluntary Supplemental Insurance 

• Opportunity for growth & advancement 

• Professional development & continued training 

• Team building & bonding through company sponsored events & activities

CONTINGENCIES: 

• Influenza immunization or declination

• COVID-19, MMR and Tdap immunizations

• Education verification

• Reference check

• Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services 

• Drug and alcohol screening

• Tuberculosis screening