Finance and Operations Coordinator

The Finance & Operations Coordinator supports the organization’s financial integrity and operational effectiveness through accurate accounting, payroll support, grant tracking, and day-to-day operations coordination. Reporting to the Director of Finance, this role plays a key part in maintaining strong internal controls, financial compliance, and smooth administrative systems across the organization.

This position supports the General Ledger and core accounting functions in accordance with GAAP, including Accounts Payable and Receivable, journal entries, grant accounting, payroll processing, and monthly and year-end close activities. The Coordinator also assists with audit preparation, budget support, and review of operating results. In addition to finance responsibilities, this role supports essential operational logistics and serves as a connector across Finance, Development, People & Culture, and Facilities.

Success in this role requires strong attention to detail, sound judgment, comfort with routine and cyclical work, and the ability to manage multiple processes with accuracy, consistency, and care.

Job Details

Location: Minneapolis, MN - Partial in-office requirement

Hiring Salary Range: $50,000 - $57,000

Hours/Day: Monday-Friday, 40 hours a week – with hours that will include flex time in the evening and weekend hours on a regular basis

Job Type: Full-time, Nonexempt

Supervisor: Director of Finance

Essential Job Functions

Financial Accounting & Month-End Processes

• Responsible for the monthly financial close, preparation of standard month end journal Support monthly financial close, including preparation of standard journal entries and reconciliation of general ledger accounts.
• Maintain and update the general ledger in accordance with GAAP and internal policies.
• Assist with year-end close procedures and preparation for the annual audit and Form 990.
• Coordinate Finance record retention in alignment with organizational and compliance requirements.
• Assist in reporting financial information to staff, management, and other stakeholders as requested.
• Support budget managers in accessing and understanding accounting system dashboards and reports.
• Assist the Director of Finance with audit preparation, documentation, and follow-up.

Accounts Payable, Receivable & Payroll

• Process incoming invoices weekly in compliance with internal controls and approval workflows.
• Work with Development staff to accurately record contributions and pledges.
• Prepare weekly deposits and complete monthly reconciliations related to contributions.
• Manage grant-related invoicing and tracking, including federal grant requirements.
• Assist with grant accounting and coordination to ensure timely and accurate financial reporting.
• Process payroll accurately and on schedule.
• Support the Manager of People & Culture with benefits administration, audits, and vendor coordination.
• Act as an additional point of contact with benefits carriers and the HRIS vendor when appropriate.

Operational & Office Administration

• Manage office equipment and kitchen appliances needs, including maintenance, orders, and inventory; urgently address maintenance needs.
• Facilitate building maintenance needs, including cleaning services, snow removal, and general repairs (non-IT related).
• Prepare and maintain operations documents, reports, and maintenance schedules.
• Manage the Finance shared email inbox and route inquiries appropriately.
• Direct voicemails from the main BBBSTC phone line to internal contacts.
• Manage incoming and outgoing mail and package deliveries, including post office drop-offs when needed.
• Coordinate travel arrangements for BBBSTC-sponsored travel (airfare, lodging, registrations).
• Support supply purchasing and inventory management for office, kitchen, and shared spaces.
• Manage non-IT equipment leases (e.g., kitchen appliances, furniture).
• Coordinate annual city inspections and track completion of required follow-up actions.
• Serve as a backup support for fingerprinting scheduling and processing for new employees, as needed.

Contribute to the mission and success of the agency

• Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized. 
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance. 
• Stay informed about community needs, resources, and networks. 
• Collaborate with others to achieve goals outlined in the annual business plan. 
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Represent BBBS well in the broader community. 
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

Education and Experience

• Bachelor’s degree in Finance or Accounting is preferred with a minimum of one year of experience in a nonprofit environment; or
• 5+ years of direct comprehensive accounting experience in field in lieu of degree.

Knowledge, Skills and Abilities

• Ability to utilize accounting and payroll software (previous experience with Financial Edge NXT and Paylocity preferred).
• Intermediate skills in Excel and other Microsoft Office applications.
• Knowledge of and ability to accurately apply Generally Accepted Accounting Procedures (GAAP).
• Knowledge of internal control procedures to safeguard assets.
• Effective communication and ability to work collaboratively.
• Self-starter able to work independently with minimal supervision.
• Detail-oriented and highly organized work style.
• Ability to meet deadlines and manage multiple priorities to ensure completion of work in a timely and efficient manner.
• Ability to utilize sound judgment when working with secure information and maintain a high level of confidentiality.

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About BBBSTC

Big Brothers Big Sisters Twin Cities is the largest and oldest youth mentoring organization in the greater Twin Cities serving Hennepin, Ramsey, Anoka and parts of Dakota and Washington counties. Each year, we match up to 2,600 youth (Littles) and their families with caring adults (Bigs) who volunteer as youth mentors.

We know all youth benefit from having another caring adult in their life as they experience life's opportunities and challenges. Together with our community, we want every young person to have a mentor, be affirmed in who they are, and explore who they want to be.

• Mission: Create and support mentoring relationships that ignite the power and promise of youth.
• Values: Relationships, Belonging, Youth-Centered, Continuous Learning & Improvement.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes medical, dental, vision and pet insurance, employer-paid short & long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our 60+ employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and quarterly JEDI trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA+, Mental Health, and White Bodied Accountability), and agency committees (JEDI, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved and are committed to taking an equity approach. Candidates can apply online at https://www.bigstwincities.org/careers/. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at careers@bigstwincities.org. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States. 

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow the BBBSTC (@bigstwincities.org) and Paylocity (@paylocity.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.