Position?Summary? 

The Finance and Accounting Manager is responsible for maintaining Civitas' day-to-day accounting and financial activities, while collaborating closely with the outsourced accounting firm that serves as the CFO and Controller, as well as Civitas’ leadership and operations team. This includes managing accounts payable and receivable, expenses management, budgeting, forecasting, reporting, analysis, compliance, and internal controls. The Manager will ensure the smooth and efficient operation of the organization, serving as the primary point of contact for the internal team and our members for financial activities. The Manager Collaborates with the Network Engagement team, supporting the member lifecycle, and working directly with members on matters related to invoicing and payment. The Manager also works closely with the Program team to support financial reporting, invoicing, and management of program budgets. The ideal candidate will possess a bachelor's degree in finance, accounting, business administration, or a related field and have at least six years of experience in financial and operations management, including at least two years in a management role. The candidate should also have exceptional communication skills and demonstrate the ability to work effectively in a team environment. 

Responsibilities 

Accounting Management: 

• Serves as point person for day-to-day accounting and finance functions of the organization, including accounts payable, accounts receivable, payroll (via Civitas’ Professional Employer Organization), and cash management, in conjunction with the outsourced accounting firm. Activities include: 
  • Processing accounts payables.  
  • Preparation of invoices for leadership approval. 
  • Submission of invoices into accounting system. 
  • Monitoring invoices through reporting, review, and payment.  
  • Review of expense reimbursements and timesheets. 
  • Processing of expenses for monthly approval. 
  • Monthly journal entries and appropriate supporting documentation 
  • Conducting daily monitoring of bank accounts and reporting to Civitas leadership.
• Collaborates with the Network Engagement team, supporting the member lifecycle. Serving as the financial point person for members for invoicing
• Ensures compliance with accounting and financial policies and procedures to ensure compliance with laws and regulations.  
• Supports updates to policies, procedures, and internal controls.  
• Stays up to date with accounting and financial reporting standards, laws, and regulations, and ensures compliance. 
• Collaborates closely with the outsourced accounting firm to maintain accurate and timely financial records, support budgeting, and manage financial reporting. 
• Maintains relationships with financial institutions, vendors, and stakeholders, ensuring timely responses to financial inquiries. Handles ad-hoc financial projects and initiatives as needed. 

Budgeting and Forecasting: 

• Supports the budgeting process, including preparing budgets for review and approval by leadership. Budgets include: 
• Annual operating budget 
• Annual in-person conference budget 
• Program budgets 
• Maintains monthly budget to actuals, including updates to forecast based on organizational/program activities.  
• Oversees grant funding management, compliance, reporting, and budget allocation according to specific grant requirements. 

Other Finance Functions: 

• Supports leadership with preparation of financial reports for internal and external stakeholders, including board of directors, funders, and regulators, with the assistance of the outsourced accounting firm.  
• Supports maintenance and updates to 1099 documentation. 
• Coordinates the annual audit and tax return preparation process with the outsourced accounting firm and Civitas leadership. 
• Supports leadership with maintenance and assessment of accounting tools and software. 
• Other duties as assigned. 

Requirements 

Civitas understands that job requirements sometimes exclude people who identify with historically marginalized groups from applying to jobs for which they are qualified. Even if you don’t meet 100% of the specific requirements listed below, or if you achieved these requirements through unconventional channels, we encourage you to apply. 

• Bachelor's degree in finance, accounting, business administration, or a related field. 
• Minimum of six years of experience in accounting and/or financial management, with at least two years in a management role. Nonprofit accounting and experience working in a nonprofit organization or foundation is required. Federal and/or state grant accounting experience is strongly preferred. 
• Strong financial management skills, including experience with budgeting, forecasting, and financial reporting. 
• Strong working knowledge of financial software and systems, such as Sage Intacct and BILL. 
• Professional certification (e.g., CPA, or CMA) is preferred but not required. 
• Strong communication and interpersonal skills, with the ability to effectively communicate financial information to non-financial stakeholders. 
• Ability to analyze complex financial data and provide recommendations for improvement. 
• Detail-oriented and organized, with the ability to handle multiple tasks and prioritize work effectively. 
• Ability to adapt to changing circumstances, stay current with financial best practices, and engage in professional development. 
• Willingness to travel occasionally for audits, meetings, or conferences, if required.