Finance and HR Manager

Job Description: Finance & HR Manager

Reports To: Executive Director
Status: Full-Time, Exempt
Location: 95 W 11th St. Suite 206, Tracy, CA 95376 with possible remote work available
Medical, dental, and vision insurance, Paid Time Off (PTO), Paid holidays

POSITION SUMMARY

The Finance & HR Manager oversees bookkeeping, leads budgeting and financial planning, manages grant and revenue streams, ensures accurate audit-ready financial reporting, runs payroll operations, maintains personnel compliance, and enforces organizational policies. This role is critical to supporting organizational growth, staff development, and long-term sustainability.

CORE RESPONSIBILITIES

FINANCE & ACCOUNTING (70%)

Financial Oversight & Accounting Management

• Oversee bookkeeping functions, including review of all entries in QuickBooks Online
• Ensure accurate coding by program, grant, and funding source
• Categorize all expenses according to grant allocations and program budgets
• Own and manage the monthly close process, including reconciliations 
• Maintain a clean, accurate, and audit-ready general ledger
• Strengthen and enforce internal controls and financial procedures
• Print checks for signature as needed

Grant & Contract Financial Management

• Prepare and submit all grant invoices in a timely and accurate manner
• Maintain a weekly grant spend-down report across all funding sources
• Communicate remaining programmatic funds to staff and leadership
• Monitor grant budgets, allowable costs, and compliance requirements
• Partner with program staff to ensure alignment between program activity and funding
• Support grant reporting and funder audits as needed

Budgeting, Forecasting & Financial Strategy

• Maintain and monitor the organization's annual operating budget
• Maintain and update monthly forecasts and budget-to-actual analysis
• Prepare accurate monthly financial statements and budget-to-actual reports
• Monitor and manage cash flow, especially across reimbursement-based funding streams

Financial Reporting & Board Support

• Prepare and present monthly financial reports including:
  • Statement of Activity
  • Statement of Financial Position
  • Budget vs. Actuals

Medi-Cal Billing Oversight

• Coordinate with program staff and In Sync RCMS billing team to ensure proper documentation and billing readiness

Donations & Revenue Tracking

• Oversee processing and tracking of all incoming donations
• Ensure accurate recording in the organization's CRM system (Donor Dock) and alignment with QuickBooks Online
• Maintain proper documentation for all contributions, ensuring audit and compliance readiness

Audit & Compliance Support

• Support preparation of the IRS Form 990 and annual audit requirements
• Support annual audit, including preparation of schedules and documentation
• Ensure compliance with federal, state, and local financial regulations
• Maintain and improve financial systems, workflows, and reporting tools as needed

HUMAN RESOURCES (30%)

Payroll & Benefits Administration

• Run payroll accurately and on time through payroll system
• Approve employee timecards and PTO requests
• Administer employee benefits programs and enrollment
• Ensure accurate tracking of paid time off, sick leave, and other leave balances

Employee Records & Compliance

• Maintain and update personnel files in compliance with California law
• Ensure proper I-9 verification, new hire reporting, and employment eligibility documentation
• Track required employee certifications
• Maintain confidential employee files in secure systems
• Ensure compliance with California employment laws and HR best practices

Policy Development & Handbook Management

• Regularly review and update the employee handbook
• Develop and implement staff training and organizational policies
• Ensure policies comply with federal and California employment laws
• Communicate policy updates to staff and leadership
• Maintain documentation of policy acknowledgments

PHYSICAL DEMANDS & WORK ENVIRONMENT

Physical Demands

• Sedentary work - Prolonged sitting at desk/computer (6-8 hours per day)
• Computer use - Continuous use of computer, keyboard, and mouse
• Vision - Close vision for reviewing financial documents and data entry
• Manual dexterity - Repetitive hand/finger motion for typing
• Occasional lifting - Files, documents, or office supplies up to 10 pounds

Work Environment

• Indoor office setting - Climate-controlled environment
• Standard office hours - Monday-Friday, 8:00 AM - 5:00 PM (flexible as needed)
• Noise level - Moderate office environment
• Remote work - Limited remote work may be available based on operational needs

Tracy Community Connections Center is committed to providing equal employment opportunities and creating an inclusive workplace where diversity is valued.

QUALIFICATIONS

Required Education & Experience

• Minimum 5 years' experience in nonprofit finance and/or HR management
• Strong understanding of nonprofit accounting, including restricted vs. unrestricted funds
• Experience managing grant-funded budgets and compliance
• Thorough understanding of California employment laws and HR best practices
• Working knowledge of Medi-Cal billing and reimbursement structures
• Experience with government contracts and audits
• Familiarity with homelessness services, healthcare, or social services funding streams

Required Technical Skills

• Proficiency in QuickBooks Online (required)
• Microsoft Office Suite, especially Excel 
• Experience overseeing accounting systems or managing outsourced bookkeeping
• Payroll system experience
• Experience with CRM systems for donation tracking
• Knowledge of Medi-Cal billing systems