Program Finance Manager – Temporary

Catholic Charities of Santa Clara County

Position: Program Finance Manager – Temporary

Division: Administration Exempt:

Program: Finance Grade:

Location: Zanker

Immediate Supervisor: Controller                        

Position Type: Temporary, full-time – approximately 3 months, with possible extension

GENERAL NATURE OF POSITION:

Catholic Charities of Santa Clara County is committed to disrupting poverty and changing lives for good. As a social service agency, our team is focused on helping people rise out of poverty and overcome the barriers to self-sufficiency and wellness.

The Program Finance Manager position will focus on providing interim leadership to the Program Finance team, overseeing the Program Financial Analysts, and leading key finance projects assigned by the Controller. This role will also keep the monthly close and related finance deliverables on schedule, including key account reconciliations and budget-to-actual variance analysis. The manager is an experienced nonprofit accounting professional who can step in quickly, set priorities, and keep monthly deliverables on track while serving as a fiscal partner to program leadership. This role reports to the Controller.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Team Oversight & Supervision: Oversee the day-to-day work of the PFA team, including assigning and prioritizing work, reviewing work product, and ensuring deadlines are met. Serve as the first point of escalation for program billing, budget, and reporting questions, and provide guidance and support to PFAs as needed.

• Month-End Close Management: Manage the Program Finance portion of the monthly close calendar. Ensure billing, revenue, accrual, and allocation entries are recorded timely and accurately, with proper recognition of restricted/unrestricted revenue, indirect costs, and shared direct cost allocations. Track open items and resolve issues that could delay the close.

• Key Account Reconciliations: Prepare and review reconciliations of key general ledger accounts, including grants and accounts receivable, unbilled/accrued revenue, deferred revenue, and related accounts. Ensure reconciling items are resolved timely and reconciliations support internal controls and grant requirements.

• Billing & Revenue Oversight: Review grant and contract billings prepared by PFAs for accuracy and timeliness. Oversee the revenue billing/unbilled revenue schedule (MRR) and accounts receivable (AR) aging, and update the Controller on AR status and aging concerns.

• Variance Analysis & Financial Performance: Review monthly budget-to-actual reports by program and contract, ensure significant variances are explained, and monitor for budget deficits resulting from insufficient revenue or overspending. Work with the Controller and program leadership to identify root causes and practical solutions.

• Grant, Budget & Forecast Support: Oversee grant budget performance, including spending rates and time restrictions, and review budget modifications. Support the forecast and annual budget process for assigned programs.

• Audit Support: Coordinate Program Finance support for the annual financial audit and Single Audit, including preparing and reviewing schedules, gathering supporting documentation, and responding to auditor inquiries timely.

• PFA Coverage: Be ready to step in and perform PFA tasks and duties as needs arise, including preparing grant and contract billings, reconciliations, variance analyses, and month-end entries, so that monthly deliverables are met during staffing gaps or peak periods.

• Key Projects: Lead or support key finance projects as assigned by the Controller, such as special analyses, process improvements, policy and procedure updates, and system or reporting initiatives.

• Stakeholder Communication: Serve as a fiscal point of contact for program directors, managers, and funders on budget, billing, and financial reporting matters.

 QUALIFICATIONS:

      Required knowledge, skills & abilities:

• Expert knowledge of complex nonprofit accounting, including nonprofit GAAP (ASC 958), fund accounting, restricted/unrestricted net assets, indirect cost and shared cost allocations, and grant compliance under federal Uniform Guidance (2 CFR 200).

• Hands-on, working-manager approach, with the willingness and ability to perform PFA-level work when needed.

• Demonstrated experience managing month-end close and preparing and reviewing account reconciliations.

• Skilled in contract billing, revenue recognition, AR management, and variance analysis.

• Experience supervising or leading accounting or finance staff, with the ability to set priorities and hold the team to deadlines.

• Proficient in MIP Abila, Adaptive, and intermediate Excel.

• Able to step in quickly and work independently with minimal onboarding.

• Strong analytical, problem-solving, and communication skills, including presenting financial information to non-finance stakeholders.

• Detail-oriented, organized, and able to manage multiple priorities and projects at once.

        Education and Experience:

• Bachelor’s degree in Accounting, Finance, or a related field, or an equivalent combination of education and relevant experience; CPA or MBA preferred.

• At least 7+ years of progressive accounting or finance experience, preferably in a complex nonprofit environment, including two to three years in a supervisory or lead role.

• Experience with multi-funder government and philanthropic grants, restricted funds, and Single Audit.

       Physical Requirements:

• Use a laptop or a keyboard and computer terminal, telephone, and other Ability to perform computer-based office work, communicate by telephone or similar technology, and move within an office environment, with or without reasonable accommodation.office equipment.

• Normal sitting and walking.

 This position description intends to describe the general nature and level of work being performed by people assigned to this job.  It is not intended to include all duties and responsibilities.  The order in which duties and responsibilities are listed is not significant. This is a temporary position.