Fiscal and Operations Coordinator

• Coordinate the implementation and tracking of departmental strategic initiatives grant-funded projects and special projects.

• Develop and maintain project plans timelines workplans and tracking tools to support successful project implementation.

• Coordinate activities among staff departments funders consultants and community partners to ensure projects remain on schedule and aligned with goals.

• Facilitate meetings track action items and support timely completion of project deliverables.

• Monitor departmental goals key performance indicators (KPIs) and outcomes; maintain dashboards and reporting tools as assigned.

• Collect organize and summarize data project updates and performance information for leadership review.

• Support development and maintenance of departmental procedures templates and organizational tools that improve efficiency and consistency.

• Assist with planning and coordination of department meetings trainings events and strategic planning activities.

• Serve as the primary liaison between the Economic Development Department and the central Fiscal Department.

• Coordinate the fiscal setup of new grants programs and funding opportunities.

• Monitor program expenditures and assist with budget tracking forecasting and financial reporting.

• Support development and maintenance of program budgets budget modifications and expenditure reports.

• Coordinate funder invoices reimbursement requests and supporting documentation to ensure timely submission.

• Track grant deliverables reporting deadlines and compliance requirements.

• Assist with preparation of programmatic and financial reports for funders and internal stakeholders.

• Maintain grant budget and project records in accordance with organizational and funder requirements.

• Coordinate departmental purchasing and procurement activities in accordance with MAAC policies and procedures.

• Obtain quotes process purchase requests and coordinate with vendors contractors and internal departments as needed.

• Support procurement of equipment supplies technology and services necessary for program operations.

• Maintain procurement records and supporting documentation.

• Monitor purchasing activities to help ensure expenditures align with approved budgets and grant requirements.

• Provide fiscal and operational support to the Director of Economic Development in managing departmental priorities and initiatives.

• Coordinate meetings involving internal and external stakeholders including scheduling agenda development meeting materials and follow-up activities.

• Track assignments deadlines and action items resulting from leadership meetings and department initiatives.

• Assist with preparation of reports presentations correspondence and other materials.

• Coordinate travel arrangements expense reports purchasing requests and other administrative activities as needed.

• Build and maintain effective working relationships with MAAC departments funders partners consultants and vendors.

• Represent the Economic Development Department on internal workgroups committees and special projects as assigned.

• Perform other related duties as assigned.

• Project management principles practices and tools.

• Budgeting financial tracking and expenditure monitoring.

• Grant-funded programs grant administration and compliance requirements.

• Procurement and purchasing processes including documentation and approval procedures.

• Performance measurement KPI tracking and data reporting practices.

• Understanding of nonprofit operations and cross-functional departmental collaboration.

• Familiarity with organizational process improvement and operational effectiveness practices.

• Working knowledge of Microsoft Office Suite particularly Excel Word PowerPoint Outlook and Teams.

• Strong project management planning coordination and organizational skills.

• Ability to manage multiple priorities deadlines and stakeholders in a fast-paced environment.

• Ability to analyze financial operational and programmatic information and identify trends or areas for improvement.

• Strong problem-solving and critical-thinking skills with the ability to anticipate challenges and recommend solutions.

• Excellent written verbal and interpersonal communication skills.

• Strong facilitation and relationship-building skills with the ability to work effectively across departments and with external partners.

• Ability to create reports presentations dashboards and other materials that support informed decision-making.

• Ability to maintain a high level of accuracy attention to detail and follow-through.

• Ability to handle sensitive and confidential information with professionalism and discretion.

• Ability to work independently while exercising sound judgment and initiative.

• Ability to support senior leadership by coordinating priorities tracking action items and ensuring timely execution of key initiatives.

• Ability to foster collaboration accountability and customer service among diverse stakeholders.

• Advanced proficiency in Microsoft Excel preferred

• Demonstrated commitment to continuous improvement and operational excellence.

• Commitment to MAACs mission values and commitment to serving the community.

• Bachelors degree in Business Administration Public Administration Nonprofit Management Project Management Economics Finance Community Development Economic Development or a related field; or an Associates degree and an additional two (2) years of directly related professional experience. An equivalent combination of education training and experience that demonstrates the knowledge skills and abilities required to perform the essential functions of the position may be considered.

• Minimum four (4) years of progressively responsible experience in project coordination operations grants administration program management nonprofit administration finance coordination or a related field; experience in a nonprofit government community development workforce development economic development or related environment preferred.

• Experience supporting budget tracking procurement grant administration financial processes and/or department operations.

• Experience managing multiple projects priorities deadlines and stakeholders while maintaining a high level of organization and attention to detail.

• Experience using financial management systems; NetSuite experience preferred.

• Listens attentively to others. Asks clarifying questions to gain a better understanding of the other persons views and underlying assumptions.

• Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers.

• Identifies and takes advantage of opportunities for personal and professional development.

• Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines.

• Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems.

• Follows rules regulations and policies; positively contributes to implementing changes.

• Deals with issues directly in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules regulations and policies; positively contributes to implementing changes.

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other persons views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules regulations and policies; positively contributes to implementing changes
Deals with issues directly in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules regulations and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza* pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class an employee is regularly required to stand walk and sit talk or hear both in person and by telephone uses hands to finger handle or feel objects or controls reach with hands and arms. An employee also is regularly required to stoop kneel bend crouch or crawl climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision distance vision depth perception color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management administrators staff teachers parents family members children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check DMV check NSOR exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance signed criminal record statement and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Drivers License daily use of a personal insured vehicle and have and maintain a motor vehicle driving record acceptable to MAACs insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.