Grants & Finance Administrator bei Tulsa Responds LLC

Description

Background:

Tulsa Responds began in 2020 as a joint effort between Tulsa Economic Development Corporation (TEDC), the George Kaiser Family Foundation (GKFF), Atento Capital, LLC (Atento Capital) and the City of Tulsa in an effort to help Tulsa’s small businesses apply for emergency loans during COVID and has since evolved to provide a wide range of services to address needs in our community. Today, Tulsa Responds is dedicated to making a positive impact in the lives of low-income families by providing comprehensive enrollment services for key government benefits, free tax preparation services, and financial counseling. Our goal is to simplify and streamline the process of accessing essential programs that help families and individuals reach financial stability and independence. 

Position Summary:

The Finance & Grants Administrator plays a critical role in managing the financial functions and grant administration of the organization. The role maintains deep understanding of contracts and grant/funding requirements, defines appropriate systems and procedures to manage and track performance, effectively analyzes data and translates to valuable insights, proactively utilizes financial & non-financial data to influence organizational/program strategies, ensuring compliance and overall financial stewardship. The Administrator works closely with the Management Team to facilitate and manage budgeting, forecasting, and reporting processes, and familiar with basic auditing practices to identify and address issues to ensure efficient operations within regulatory and donor guidelines. This position reports to the Director of Operations.

Responsibilities / Essential Job Function:

The following functions represent the majority of the duties performed by the position. The description is not meant to be all-inclusive or prevent other duties from being assigned when necessary: 

Financial Operations:

• Maintains depth of knowledge regarding TCF budgeting and accounting processes and systems, in alignment with TCF & GKFF financial resources and guidelines.
• Facilitate annual development and ongoing management of organizational and program budgets, in close collaboration with the Executive Director and Management Team.
• Manages financial reporting processes (monthly/quarterly/annual financial reports) and facilitates communication of financial reports and insights within Tulsa Responds as well as with key stakeholder groups and community partners as needed. 
• Assists in the tracking of TCF Fund activity and performs cash flow analysis to predict the need for additional pledged funding, all as part of the financial reporting process in close alignment and collaboration with TCF and GKFF finance and accounting teams.Monitors expenditures and cost-effectiveness of TR programs, making financially sound decisions in collaboration with the TR Management Team, TCF & GKFF. 
• Understands all elements of contract service agreements and MOU requirements, implements proper tracking systems, and manages invoicing process with partner/community agencies. 
• Maintains TR employee data in Paylocity and works closely with managers and supervisors to ensure time card approvals and accurate payroll processing in alignment with HR policies and procedures.
• Establishes accurate set-up, tracking, and financial reporting capability at the program or project level, ensuring proper alignment of employee assignments in Paylocity and effective categorization of actual and budgeted expenses in QuickBooks to enable detailed and accurate reporting at the granular program or project level. 
• Communicates and manages expense reporting processes and procedures in alignment with TCF policies, ensuring proper documentation and receipts, timely approvals, and reimbursements.
• Works closely with scheduling and program team supervisors to proactively plan and analyze workforce staffing, seasonal programming needs, marketing support, and other variables to effectively budget and manage financial outcomes in the service of programmatic goals and fiscal responsibility with the Management Team.
• Support audits, preparation of financial statements, Form 990, and other filings as needed.

Grants Administration: 

• Supports Management Team in creation of funding/grant strategies, identifying grant opportunities, evaluation of grant requirements, and gathering information for the grant application process.
• Oversee the full life cycle of grant administration, including pre-award preparation, post-award compliance, reporting, and close-out activities.
• Maintain accurate records of grant documentation, reporting schedules, and correspondence with funders.
• Monitor grant expenditures to ensure alignment with approved budgets and compliance with funder requirements.
• Prepares internal and external program reports needed for grant compliance, funder updates, community partners, and other program updates as needed. 

Internal Controls: 

• Maintains depth of knowledge related to financial systems, grant management, and related regulations, and best practices. 
• Ensure financial operations adhere to organizational policies and donor guidelines.
• Maintain internal control systems to safeguard financial assets.
• Monitor compliance with state, federal, and private grant regulations.
• Serve as a liaison between program staff, funders, and other financial resources.
• Provide training or technical support to staff regarding budget management and grant compliance.
• Tracks key organizational/program performance metrics (financial, non-financial, and correlation of variables), regularly reports business progress, and collaborates with Management Team to adjust action plans and resources as necessary to reach goals.
• Accountable to be a role model of Tulsa Responds’ mission and culture, conducting all activities with integrity in alignment with principles and values of the organization, Tulsa Community Foundation, and George Kaiser Family Foundation.
• Other duties, tasks, or projects as assigned. 

QUALIFICATIONS 

Education & Experience:

• Bachelor’s degree in nonprofit management, business administration, or other related field is required (or equivalent of education and professional experience in related field).  
• Minimum 3 years of experience in nonprofit financial management, grant administration, or related fields.
• Depth of experience with government and private grant compliance, budgeting, financial analysis and reporting.
• Familiarity with fund accounting, restricted/unrestricted funding streams, and funder portals.
• Experience supporting audits and knowledge of GAAP principles.
• Experience working with agencies, partners, and community resources serving diverse and underserved populations is strongly preferred.
• Strong proficiency with Excel and accounting software, specifically QuickBooks and Bill Spend & Expense (bill.com).  
• Proficient in Microsoft Office Suite and Google Workspace, with capability to quickly learn and utilize other relevant software (such as HubSpot, Asana, Slack, Power BI) 

Competencies, Skills & Abilities:

• Excellent attention to detail and accuracy in financial data management.
• Ability to analyze financial data, extrapolate insights, and communicate information clearly.
• Exceptional customer service approach and solution-focused mindset.
• Effective communicator with strong oral and written proficiency, highly adept at working cross-functionally across departments, partners, and stakeholders.
• Exhibits the critical thinking and strategic system understanding to define and establish processes and workflows to appropriately capture/track data to ensure accurate grant/financial reporting and compliance.
• Deep understanding of data-driven decision making, influencing effective strategies/outcomes, and ensuring continuous improvement within the organization.
• Highly organized, with proactive approach to planning and prioritizing time and resources to consistently meet deadlines and program outcomes; proficient project management skills.
• High level of integrity, discretion, and professionalism, with the ability to competently handle confidential information and ensure compliance to regulatory/procedural requirements. 
• Passion for Tulsa Responds’ mission and cultural competency to build relationships across diverse team members, partners, and stakeholders.
• Ability to travel throughout the Tulsa area and occasionally work non-traditional hours and settings as needed.

Physical Requirements:

• Communicate: Frequent phone, in-person, and messaging communication via various platforms. Must be able to exchange information effectively and accurately in all elements of verbal and written communication. 
• Operate: Constant operation of computer, phones, and other office productivity tools.
• Willingness and ability to travel between program, client, partner, and other stakeholder locations as required.

Hours & Location:

• Position is based in Tulsa, OK at the Alameda central office located at 2174 S. Sheridan Road and requires travels to other partner sites/office locations as needed.
• Typical work hours are Monday – Friday from 9:00 a.m. to 5:00 p.m., with flexibility required for various events, meetings, and relevant business needs.