Finance & Operations Analyst

Role Overview

Reporting to the Chief Operating Officer, the Finance & Operations Analyst supports Harlem Grown’s financial resiliency and operational effectiveness through contract administration, accounts payable and receivable, financial reconciliation, budget management, compliance, and other nonprofit finance functions.

This is a new role designed to support the growing complexity of Harlem Grown’s financial operations, particularly as the organization expands its government contracts and paid partnerships.

The ideal candidate is highly organized, detail oriented, and compliance focused, with experience in nonprofit finance or operations. This individual should be comfortable managing multiple workflows simultaneously, coordinating across departments, and maintaining accurate financial and operational records.

Key Responsibilities

Contracts & Partnerships | 25%

Government Contracts

Manage and coordinate government contract operations from award through reimbursement, including:

• Document and maintain processes, timelines, and project templates for awarding entities and agencies at the local, state, and federal levels.

• Coordinate across departments to compile contract and reporting requirements, including impact data, budgets, scopes of work, payroll documentation, insurance certificates, and other required materials.

• Maintain a detailed tracking system for past, current, and upcoming government awards.

• Serve as administrator for Harlem Grown’s accounts across government contracting and reporting portals, including NYS SFS, MOCS PASSPort, DYCD Connect, and other applicable systems.

• Proactively follow up with agency representatives to support timely contracting, invoicing, reimbursement, and payment.

• Ensure compliance with applicable government regulations and funder requirements related to financial practices, documentation, and recordkeeping.

Paid Partnerships

• Collaborate with the Manager of Partnerships and Events to manage accounts payable and financial processes related to Harlem Grown’s fee for service programming.

• Generate recurring and ad hoc invoices for paid partnerships.

• Maintain an up to date database of contracts, terms, deadlines, and organizational obligations.

• Track contract renewal dates to ensure agreements are reviewed, renegotiated, renewed, or canceled as appropriate before expiration.

Accounts Payable & Receivable | 25%

• Deposit checks and communicate donation and invoice payments to appropriate internal stakeholders.

• Issue invoices for contracts, partnerships, and ad hoc requests.

• Review weekly Accounts Receivable Aging reports to identify overdue balances, outstanding partner payments, and payments not yet reflected in financial systems.

• Serve as a point of contact for staff regarding expense coding, reimbursements, payables, and payment status.

• Review invoices and employee reimbursements for accuracy, appropriate coding, supporting documentation, and compliance with financial procedures.

• Facilitate payable and reimbursement approval workflows and process payments once required approvals are complete.

• Maintain Harlem Grown’s corporate card and expense management systems, ensuring complete and accurate data entry and adherence to financial policies and procedures.

Monthly Financial Close | 15%

• Coordinate organizational credit card activity, including receipt collection, expense documentation, and coding.

• Compile expense reports from third party platforms, including Amazon, Uber, and other vendors, for review by the accounting team.

• Support reconciliation between QuickBooks Online, Salesforce, and other applicable financial records.

• Identify discrepancies and coordinate with appropriate stakeholders to resolve outstanding documentation or coding issues.

Net Asset Reconciliation | 10%

• Ensure accurate transaction level coding of restricted net assets at least quarterly.

• Provide complete financial reports to the Advancement Team no later than one month before applicable grant reporting deadlines.

• Monitor restricted funding against approved budgets and proactively flag potential overfunded budget lines.

• Coordinate with Advancement when donor modifications or budget reallocations may be required.

Budgeting & Financial Reporting | 10%

• Support the annual organizational budgeting process and ad hoc financial reporting requests.

• Maintain department level budget trackers and respond to questions from department budget owners.

• Develop budgets as needed for programs, projects, grant applications, government contracts, and paid partnerships.

• Support financial analysis and reporting to help teams understand spending against approved budgets.

General Operations & Compliance | 10%

• Serve as a cross functional partner to the Program, Operations, and Advancement teams on major compliance projects and multi department initiatives.

• Support projects including program license renewals, bids and proposals, process documentation, purchasing and procurement, grant applications, and grant reporting.

• Maintain compliance with accounting best practices, internal controls, organizational procedures, and financial systems.

• Identify opportunities to strengthen documentation, workflows, and internal financial processes.

• Complete special projects and research assignments as needed.

• Perform other duties as assigned.

Audit & Tax Filing Support | 5%

• Support the annual financial audit and tax filing process.

• Compile financial records, supporting documentation, and requested materials for Harlem Grown’s internal finance team, accountants, and auditors.

• Provide supporting context and documentation to help resolve audit questions and requests.

Required Qualifications

• Bachelor’s degree and at least 1 to 2 years of professional experience in nonprofit finance, accounting, administration, operations, or a related field.

• Advanced proficiency in Microsoft Excel, including experience with financial analysis and modeling.

• Working knowledge of accounting principles, financial controls, and accounting best practices.

• Experience working with accounting software, financial management systems, and/or CRM platforms.

• Strong organizational and project management skills with exceptional attention to detail.

• Ability to manage multiple deadlines, workflows, and priorities simultaneously.

• Strong written and verbal communication skills.

• Ability to collaborate effectively across departments and communicate financial information to nonfinance colleagues.

Preferred Qualifications

• Experience with QuickBooks Online and Salesforce.

• Experience supporting nonprofit financial operations, government contracts, grants, or restricted funding.

• Understanding of restricted net asset management and grant related financial reporting.

• Familiarity with youth development, education, or community based nonprofit programming.

• Experience working with government contracting and vendor systems, including New York State Financial System (SFS), MOCS PASSPort, NYC Public Schools vendor systems, and DYCD Connect.

• Experience coordinating financial or compliance requirements across multiple departments.