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Position Description

As an Administrative Analyst for the CD-CS Admin Team, you will be responsible for contract and fund management, ensuring funder compliance and producing timely invoicing and internal reporting needed to manage our community projects effectively. This includes assisting with the development and execution of various funding agreements, compiling invoices for reimbursement, processing expenses for payment, monitoring expenses against funding sources, liaising with accounting and senior management and fund financials, and being the program staff’s resource on eligible expenses and fund balances. Administrative Analysts also contribute to financial reporting sent to funders and produced internally at the department level.

Responsibilities:

• Ensure accurate, consistent, timely accounting and compliance of assigned grants and funds, including post-award grant accounting and budget modification.
• Ensure compliance with funding source administrative guidelines, timely revenue receipt, accurate submission of financial and other related reports, and grant regulations.
• Review and understand grant terms and conditions to guarantee compliance with funder requirements and internal cost-sharing principles.
• Provide guidance and support to department staff in producing new funding applications, particularly related to budget development.
• Oversee and monitor monthly project expenditures to ensure alignment with approved budgets and compliance with relevant federal, state, and other regulations.
• Prepare and submit timely invoices and report requests to funders, accounting, and department head(s).
• Assist in maintaining effective communication with funding sources, partner departments, and program participants on a limited basis.
• Represent SHE professionally and respectfully in all communications and demonstrate SHE’s values in implementing job responsibilities.

At Self-Help Enterprises’ discretion, candidates with advanced knowledge, experience, and skillsets may be hired at a higher level than posted. Additional responsibilities for the experienced candidate may include developing and monitoring departmental and project-level budgets and providing technical assistance to the program staff relative to fund management and project performance analyses.

Must Haves:

• Minimum one year of experience working in a professional office environment in person.
• Knowledge of and experience with fundamental and some advanced GAAP accounting principles, including earned/deferred revenue and accruals. Must have a minimum of one year experience working with an organization’s accounting process—either in the accounting department or on the ‘client’ side.
• Analytical, detail-oriented, and process-proficient work style.
• Ability to communicate effectively and professionally in English, both verbally and in writing. A second language is preferred but not required.
• Strong computer skills, including Microsoft Office abilities at the following levels: Excel – intermediate to advanced level user, Word – intermediate user, Outlook – proficiency with email and calendar components, Adobe Pro – proficiency with PDF creation and manipulation, and Teams (or equivalent) & SharePoint (or equivalent) – min. six mo. usage in a professional setting.
• Minimum of one-year exposure to reviewing, reading, and ‘administering’ contract or grant agreements. Experience with financial administration of federal and/or California state grants is preferred.
• Ability to analyze complex data and technical (contract) language and effectively communicate relevant information to a diverse, non-technical set of stakeholders at all levels of the organization, funders, and project participants.
• Experience with and comfortable using standard office equipment, including printers, copiers, scanners, fax machines, label makers, etc., with limited hands-on training.
• Bachelor’s degree in Accounting, Business/Nonprofit Management, or related field OR equivalent work experience.