Finance and Administrative Manager

Job Information

• Description:

  Presented by The Champlin Foundation.

   

  The Finance and Administrative Manager has four core elements to its role - comptroller/finance manager, HR & policy support, general operations advisor, and grantmaking due diligence process. As part of the organizational management team, the Finance and Administrative Manager is responsible for safeguarding the Foundation’s compliance with all applicable accounting and tax regulations that apply to private foundations and its public charity status, managing payroll and benefits, accounts payable, and financial statements. 

   

  A distinctive and critical component of this role is the oversight of grantmaking activities, which includes conducting rigorous financial health assessments of nonprofit applicant organizations. The Finance and Administrative Manager ensures that recipient organizations demonstrate the financial capacity, governance integrity, and regulatory standing required for effective stewardship of public and private resources.

   

  In coordination with the Trustee, this individual is responsible for monitoring and ensuring compliance with new legislation impacting private foundations and for all financial accounting, compliance, and risk management activities for the Foundation. The Finance and Administrative Manager is not involved with decisions regarding the investment of the corpus or managing the investment team in any way. The position is responsible for recording all investment activity in the financial statement and staffing regular meetings of the Distribution Committee’s Investment Liaison Committee with the Trustee and the investment team. This is a full-time, exempt position working 35 hours per week, with a start date of January 2027.

   

  KEY RESPONSIBILITIES

  1. Accounting & General Ledger Management
  • Maintain the general ledger and chart of accounts in accordance with Generally Accepted Accounting Principles (GAAP) and applicable regulatory frameworks utilizing QuickBooks Online.
  • Monitor, manage, and process payment of payables, insurance, and credit cards using BILL.
  • Manage payroll processing for five full-time, exempt employees, ensuring accurate calculation of wages, benefits, deductions, and tax withholdings.
  • Record journal entries, including summarized investment activity.
  • Process quarterly employee SEP IRA contributions.
  • Maintain supporting schedules and documentation for all balance sheet accounts.
  • Perform monthly bank and account reconciliations; resolve discrepancies promptly.

   

  2. Financial Statements & Reporting
  • Present accurate and timely monthly financial reports to the Executive Director and Trustee with narrative analysis and variance explanations.
  • Coordinate the annual independent financial audit, including preparation of audit schedules, PBC (prepared by client) documents, and management representations.
  • Ensure filing of IRS Form 990 PF, and all applicable state and local tax and regulatory filings. Monitor timely payment of estimated tax payments.
  • Coordinate the Investment Liaison Committee meetings including scheduling and ensuring the recording of the minutes.

   

  3. Budgeting & Financial Planning
  • Lead the annual organization-wide budget development process in collaboration with the Executive Director and team.
  • Project annual grant distributions in coordination with the Investment Liaison Committee following the guidelines approved by the Distribution Committee.
  • Monitor actual expenditures against approved budgets; prepare variance reports and recommend corrective actions.

   

  4. Policies, Procedures, HR & Internal Controls
  • Responsible for developing (when needed), reviewing, and maintaining the organization’s financial policies, employee handbooks and insurance coverage to ensure alignment with current regulations, industry best practices, and organizational objectives.
  • Assist in development and implementation of IT policies, including acceptable use, data retention, cybersecurity, AI and disaster recovery/business continuity planning.
  • Manage employee benefits administration processes with outside vendors; coordinate health and other insurances; maintain accurate and timely benefit accrual information.
  • Maintain awareness of overall enterprise risk management issues.
  • Assist with data integrity, system security, and user access controls across all financial and administrative systems.

   

  5. Compliance
  • Ensure consistent compliance with financial/regulatory requirements that apply to 501(c) (3) private foundations and public charities.
  • Maintain awareness of laws and trends in accounting, tax, payroll, benefits, private foundation, grant and good governance research, as well as new legislation that could have an impact to ensure the Foundation’s compliance with federal and state laws and regulations as a private foundation

   

  6. General Administration
  • Manage third party contracts and services as required.
  • Collaborate with and provide support to other staff to support the mission and strategic objectives.
  • Oversee other administrative activities as required by the Executive Director and perform related duties as needed.

   

  Grantmaking: Financial & Compliance Assessment

  
  A core responsibility of this position is undertaking substantive analysis to assess the financial health and regulatory compliance of nonprofit organizations applying for grant funding.

  Financial Health & Compliance Assessment of Applicant Organizations
  • Verify that applicant organizations are in good standing as recognized tax-exempt entities under IRS Section 501(c)(3) or applicable exemption categories.
  • Analyze and evaluate financial statements, audits, and IRS Form 990s for all grant applicants in each cycle. Consider accuracy, completeness, and disclosure of conflicts of interest, related party. transactions, and governance practices.
  • Identify debarment, suspension, or exclusion status through the SAM.gov database or equivalent for federally funded grants.
  • Assess liquidity ratios, operating reserves, revenue diversification, debt levels, and unrestricted net assets to evaluate financial sustainability.
  • Review expense ratios (program, management, fundraising) and evaluate efficiency and alignment with organizational mission.
  • Identify and note financial red flags including operating deficits, declining revenue trends, over-reliance on a single funding source, accumulated deficits, or deferred liabilities.
  • Evaluate budget-to-actual performance and financial management capacity of applicant organizations.
  • Review cash flow statements and assess the organization’s ability to manage grant funds and maintain program operations.
  • Provide assessment summaries and ratings to the grants management team for inclusion in the grant review process.

• URL: https://champlinfoundation.org/wp-content/uploads/2026/09/Finance-Administrative-Manager-Job-Description.FINAL_.pdf
• Period: Full time
• Position Reports To: Executive Director
• Location: Cranston, RI
• Starts On: Jan. 1, 2027, 9:38 a.m.
• Salary: $120,000 to $135,000