Finance and Budget Analyst

Website Xerces Society

The Xerces Society is seeking a Finance and Budget Analyst to work closely with our program staff, to improve budget creation and management process for conservation projects. If you are skilled at leading budgeting and forecasting activities, possess hands-on spreadsheet and accounting experience, have a knack for process improvement, and want to become part of a conservation organization making a difference–we’d love to meet with you.

WHO ARE WE?

The Xerces Society is a growing nonprofit organization dedicated to protecting wildlife through the conservation of invertebrates and their habitat. Established in 1971, the Society is at the forefront of invertebrate protection worldwide, harnessing the knowledge of scientists and the enthusiasm of citizens to implement conservation programs. The Society uses advocacy, education, and applied research to defend invertebrates such as bees, butterflies, mollusks, and dragonflies.

WHAT YOU’LL BE DOING:

Reporting to the Financial Manager, the Finance and Budget Analyst supports Xerces program staff in the creation of project budgets, as well as the invoicing and monitoring of grant and program service activities, funded by government, foundation, and corporate entities. The Analyst provides the Financial Manager with budgetary and analytical support to translate actual spending and budget information into useful and timely action by program staff.

The Analyst’s goals are to ensure that Xerces can fulfill its mission, achieve its financial plans, and meet legal and contractual obligations contained in its agreements. The Analyst coordinates their work closely with both internal and external parties at all stages of a project lifecycle.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

Budget Development

-Work directly with Program and Development teams to model, revise, and submit staffing and financial budgets for private and government grants, as well as program service contracts.

-Ask appropriate questions during budget modeling related to scope of work, staff or material resources needed, rates used, procurement, and federal grant compliance questions such as program income, cash or in-kind matching funds.

Post-Award Budget Activity:

-Update key financial information and conditions for each grant, assign timesheet and expense coding required for new funding sources or projects.

-Update codes in timekeeping system, accounting system, reference, and financial data files.

-Communicate newly-awarded budget information to Program and Admin staff: summary overview of budget scope, when is fund source active/inactive, identify budget owner, codes used, summary of budget content, match or other requirements, contract start and close dates, and flexibility of use of budget line items.

-Understand contractual or procurement requirements and coordinate ownership of tasks with Contracts & Procurement Analyst.

-Work directly with Program Directors, Team Leads, and Admin team to balance project work activity based on; actual vs budgeted spending, budget extension or modification requests.

Finance & Accounting:

-Prepare and review invoices for granting partners, program service customers, and federal reimbursement contracts; ensuring data is accurate and complete, submitted in timely fashion, acted upon for collection, and monitored for any contract extension or modifications required.

-Ensure that charges to federal grants are appropriate: meet allowable, allocable, and reasonable requirements, meet match/cost share requirements and documentation.

-Create Excel tools which can be rapidly updated with actual financials, providing real-time status to program staff for decision making.

-Enhance Excel tools to provide program staff the ability to project future staff hours and project expenditures; following up with actions required of program staff.

-Work with Financial Manager to identify GAAP-compliant recognition of revenue; accruals and deferrals based upon contract terms/structure.

-Assist in annual government audit by compiling award confirmations, preparing the Schedule of Expenditures of Federal Awards, and coordinating receipt of award confirmation.

Other:

-Research and stay current on federal grant recipient compliance requirements, and coordinate with the Contracts and Procurement Analyst and Financial Manager to implement any required policies and procedures with respect to financial compliance.

-Identify, recommend, implement, and document process improvement projects.

-Implement best-practice policies, procedures for records and information management.

-Other duties as assigned—responsibilities of every position are subject to change based upon changing business needs.

KNOWLEDGE, SKILLS & EXPERIENCE WE’D LIKE TO SEE:

REQUIRED:

While all of the following requirements are important for this position, attention to detail, data organization, and project coordination are prioritized above all other requirements.

-Attention to detail: timely and accurate invoicing, modeling, forecasting, and communication.

-Data organization: experience organizing and maintaining multiple models, budgets, and contracts and specific details relating to each one.

-Project coordination: effective and efficient coordination of information from multiple sources, staff, and partners.

-Extensive experience with spreadsheets, formulas, pivot tables, connection and translation of data from accounting systems to excel and back, formatting and sharing data to communicate effectively with non-finance team members.

-Knowledge of accounting principles, and hands-on experience with financial accounting software and reporting tools.

-Experience creating, analyzing and reporting on project budgets.

-Facility with Microsoft Office and familiarity with Google Apps.

-Communication: clear, concise, and tactful verbal and written communication to achieve results with others who may not have accounting background.

-Planning: efficiently prioritize multiple concurrent deadlines and contracts.

-Initiative: track record of identifying issues, and taking responsibility to resolve them.

PREFERRED

-Experience with federal grant compliance for non-profit organizations.

-Experience with payroll processing software.

-Experience with purchasing/procurement policies and procedures.

QUALIFICATIONS: (education, training, licensure)

REQUIRED:

-Bachelor’s degree.

-Legal authorization to work in the United States at time of hire.

-PREFERRED

-Degree or coursework in Accounting/Finance/Business.

PHYSICAL REQUIREMENTS:

-Able to sit or stand at workstation performing office and computer work for up to 8 hours/day.

EMPLOYMENT STATUS:

Salaried (exempt), full-time, approximately 40 hours/week

COMPENSATION: $42,000 – $48,000 per year, commensurate with experience.

Candidates requiring higher starting compensation may be considered, and should indicate that required pay rate in their cover letter.

BENEFITS: This position includes a generous benefits package: eleven paid holidays, paid time off, paid health and disability insurance, option to participate in a pre-tax flexible spending account for medical and dependent care expenses, participation in a retirement program upon eligibility and a flexible work environment. If based at the Portland headquarters, there is an additional public transportation benefit.

TERMS: The Xerces Society is an at-will employer. Candidates must have legal authorization to work in the United States at the time of employment.

MORE INFORMATION: The Xerces Society is an equal opportunity employer committed to workforce diversity. For more information on the Xerces Society and our programs, please see our website, www.xerces.org.

APPLICATION: Individuals interested in this position should e-mail a cover letter, resume, and the names and contact information for three references as a single attachment in MS Word or Adobe PDF. Address the subject line of your email to “Finance and Budget Analyst – search”, and send to: careers@xerces.org

APPLICATION DEADLINE: September 25, 2017

(Applications will be reviewed as they are received and interviews may be conducted before September 25th. Final hiring will be made after September 25th, after all applications have been reviewed.)

APPLICATION FOLLOW UP:

-Unfortunately, due to the volume of communications we are unable to respond to individual applicant inquiries.

-We ask that applicants do not contact our office via phone or email about their application.

-You will be contacted if selected for an interview.

-All applicants will receive email notification once position is filled.

HOW TO APPLY

careers@xerces.org

https://xerces.org/

APPLICATION: Individuals interested in this position should e-mail a cover letter, resume, and the names and contact information for three references as a single attachment in MS Word or Adobe PDF. Address the subject line of your email to “Finance and Budget Analyst – search”, and send to: careers@xerces.org

BENEFITS

This position includes a generous benefits package: eleven paid holidays, paid time off, paid health and disability insurance, option to participate in a pre-tax flexible spending account for medical and dependent care expenses, participation in a retirement program upon eligibility and a flexible work environment. If based at the Portland headquarters, there is an additional public transportation benefit.

To apply for this job email your details to careers@xerces.org

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