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Administrative and Budget Specialist

Applications will be reviewed immediately. Position will remain open until filled. Apply Now

Full time, Exempt position: Monday-Friday, 9am - 5pm. Occasional weekend or evening hours may be assigned as needed. Reports to Office Manager and other management team members.

Salary Range: $42,000 - $45,000

The following job description includes major responsibilities and expectations. This list is not all-inclusive; this role may be expected to perform job-related duties beyond those contained in this list. 

 

Job Summary

The purpose of this position is to further the mission of the organization by providing crucial support to the Office Manager, Executive Director/CEO, and Deputy Director/Financial Director. This position will work with the management team to help establish and monitor internal systems, improve organizational processes, and improve quality and efficiency. They will also perform a range of contract/grant administration functions to assist in all phases of the financial management process of a variety of grant and programmatic budgets.

 

Key Accountabilities

  • Assist the Executive Director in multiple projects, primarily in donor engagement and management, and preparation for/facilitation of Board meetings
  • Maintain Executive Director’s calendar and correspondence; coordinate ED signatures for grant MOUs and contracts to ensure continuity of operations
  • Work with Communications Director to ensure accurate information is maintained and tracked in Network for Good database for individual, organization, and event contributors including donation history, contact information, acknowledgements, and communication preferences
  • Coordinate the preparation of timely, accurate thank you letters and receipts to supporters
  • Work with the Financial Director and area program managers to determine whether grants and projects are on budget and monitor overall program budgets; provide support for staff and project partners in meeting goals and objectives
  • Ensure we reach our financial and programmatic goals; learn and develop systems to ensure we are on track with spending and achieving grant outcome
  • Monitor and review expenditures for allowability, allocability, and reasonableness to ensure compliance with funder requirements and policies
  • Help train Grant Coordinators in effective financial management practices
  • Assist grant coordinators in collecting and reviewing supporting documentation for sub-recipient financial monitoring, when required
  • Assist management team and Program Coordinators in solving complex accounting and financial problems
  • Support various projects by coordinating logistics, tracking timelines, managing deliverables, and ensuring completion of all project-related tasks; set up and execute new processes and workflows to gain efficiency.
  • Act as a representative of the ACCC in public forums in a positive, knowledgeable, and professional manner

 

Qualifications

  • Bachelor’s degree in Business Administration, Accounting, Finance, Nonprofit Management, Public Administration, or a related field preferred.
  • 2–3 years of administrative support experience required. Prior work in a nonprofit, community-based, or culturally diverse setting preferred.
  • Ability to manage multiple projects and deadlines simultaneously.
  • Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Suite.
  • Experience with budget monitoring, grant management, or nonprofit financial reporting preferred.
  • Experience in database management and donor/constituent tracking (e.g., Network for Good, Salesforce, Bloomerang, or similar CRM systems).
  • Experience supporting executive leadership and/or boards of directors preferred.
  • High level of professionalism, discretion, and ability to maintain confidentiality.

 

Benefits

  • Flexible and supportive work environment
  • Monthly health and wellness reimbursement
  • SIMPLE IRA retirement plan, 2% employer contribution after 1 year
  • 16 paid holidays, including 3 floating personal holidays
  • Vacation- 80 hours per year in first year of employment
  • Sick/personal leave, bereavement leave, and civic leave
  • Family leave (paid family leave available after one year)
  • Infant-at-Work Program


You Might Be a Great Fit for This Job If…

  • You enjoy keeping things organized and helping systems run smoothly.
  • You are detail-oriented and take pride in accuracy—especially with budgets, grants, and reports.
  • You are motivated by mission-driven work and want to see immigrant and refugee communities thrive.
  • You are comfortable juggling multiple projects and deadlines while staying calm and focused.
  • You are proactive and resourceful—able to spot what needs to be done and take initiative.
  • You value collaboration and know how to balance independence with being a team player.
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