Finance and Administration Assistant

Job Title: Finance and Administration Assistant

Hybrid/Onsite

Position Description

The Chesapeake Bay Trust, a non-profit grantmaking organization, seeks a Finance and Administration Assistant for our Annapolis, MD, location to assist with financial and compliance management of our grantmaking programs.  The Finance and Administration Assistant will review financial reports from our grantees, provide initial and ongoing training to grant staff on the use of Trust systems and software, support systems projects, assist with compliance monitoring of programmatic requirements, and provide additional support to finance team as needed.  This role reports to the Administration and Compliance Manager.  This is a hybrid position that requires at least three days in the office, and the other two can be remote.

About the Trust

Established in 1985, the Chesapeake Bay Trust uses grantmaking as a method to promote community-based participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region.  In the past fifteen years, the Trust has doubled its grant-making five times through new revenue from a wide range of partners, with current annual grant-making of approximately $30 million.  The Trust currently allocates these grant funds through 350-400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Conservation Corps.

Specific Responsibilities

Compliance and Programmatic (45%):

• Review of award budgets, financial status and final reports from the Trust’s awardees (grantees and contractors) and communicate with those awardees on any issues or changes required.
• As needed and assigned, edit Financial Management Spreadsheets (FMS).
• Assist program teams with our restricted funding compliance reporting by preparing the financial components required.
• Handle certain awardee oversight tasks (both grantees and federally supported contractors), including review of grantees’ federal single audits, SAM disbarment look-up, and report submission delinquency.
• Assist program team to verify applicant eligibility requirements as outlined in the Request for Proposals, award agreements, including validation of entity and tax status
• Assist with completing all restricted funding partner compliance requirements.  The Trust’s restricted funding partners include many types (federal, state, local government; private foundations; and corporations)
• Review all awards quarterly to ensure proper ownership of all grants.
• As needed, provide backup support for the monitoring and submission of reports to satisfy the Federal Funding Accountability and Transparency Act (FFATA) requirements and Minority and Women Business Enterprise (MBE/WBE) requirements.

Training and Systems (45%):

• Assist training new and current Trust employees on the proper use of Trust software, systems, and business processes.
• Collaborate with Senior Finance and Administration Officer on special projects and take lead on completing project components as assigned by the Administration and Compliance Manager.
• Ensure data accuracy in Partnership Database.
• As assigned, edit Grants Policy Manual (GPM) and Grants Policies and Procedures Instructions (GPPI).
• Assist the Administration and Compliance Manager with an organizational systems and software assessment project by researching and reviewing products that will improve efficiency, reporting, compliance tracking, and constituent user experience.

Admin and Finance Support (10%):

• As needed, provide backup support for finance, facilities and IT support administrative processes
• Assist with year-end audit to include retrieving supporting documents and schedules

Qualifications and Skills:

• Associate’s or bachelor’s degree in accounting, business or public administration, information systems, or related field OR two years of direct administrative experience with an organization that makes and/or receives a substantial volume of grants/funds
• Proficiency in the Microsoft Office suite of programs (especially Word and Excel)
• Ability to tackle multiple tasks in a timely and effective manner
• Excellent critical thinking skills
• Excellent organizational skills and attention to detail
• Ability to work both independently and in team settings in an office environment
• Excellent written and oral communication skills

Salary and Benefits: $50,000-$55,000, commensurate with experience, with an excellent benefits package and opportunities for related professional development. A successful candidate with no or some experience in some of the responsibilities listed above will be offered a starting salary at the lower end of this range.  A successful candidate will be considered at a higher starting salary level if he/she/they have experience in most or all of the responsibilities listed above.

Application Instructions and Deadline:                             

The position will remain open until filled. Please submit a resume and cover letter for full consideration. Your cover letter is the most important piece of your application. In your cover letter, please address your ability to accomplish the duties of the position as listed above. Please do not simply list your previous experience. Your cover letter should describe what makes you a strong match specifically for this position, and why this position is a match for you.

The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, or disability in accordance with applicable federal, state and local laws.   Applicants must be authorized to work permanently,  without sponsorship, in the United States on a full-time basis, and have or are able to relocate to an address in Maryland, Virginia, West Virginia, Delaware, Pennsylvania, or DC. The Trust does not participate in programs that require sponsorship for work visas.