Finance and Administration Director at Asian Pacific Islander Political Alliance

Who We Are

The Asian Pacific Islander Political Alliance (API PA) is building long-term power for Asian Americans in Pennsylvania. We coordinate political, electoral, and legislative work to hold our elected officials accountable, engage in culturally competent and linguistically accessible direct voter contact, and build solidarity with other aligned communities of color across the state. As the first and only political organization directly advocating for the needs of Asians and Pacific Islanders in Pennsylvania, We operate primarily in South Asian, Korean, Chinese, and Vietnamese communities in 15 different languages.

Since our founding in 2020, we have run the largest Asian American voter contact programs in the history of US elections, introduced a groundbreaking community-driven API Policy Platform for PA, established Pennsylvania's first-ever pan-Asian organizer training program, and successfully elected community champions who represent us at every level of government throughout the Commonwealth.

Position

API PA is seeking a motivated Finance and Administration Director to oversee responsible fiscal management of API PA and its affiliated organizations. This individual will also establish and maintain healthy financial systems that support the organization's current operations, potential growth, and campaigns.

The Finance and Administration Director will be responsible for the day-to-day financial operations of the organization, as well as the development of new processes, as needed, to continue to increase the organization’s sustainability and resilience. Key responsibilities include accurately tracking fiscal year financials to monitor the organization’s financial position throughout the year, strategic financial planning to align with the future needs of all departments, and ensuring compliance with relevant legal regulations across financial and administrative systems.

As a result of COVID-19, around 20% of work necessitates physical presence in the Greater Philadelphia area, while the remaining 80% may be done remotely. Individuals residing outside the Greater Philadelphia Area may qualify for relocation reimbursement.

Duties: Financial Operations

• Supervise Accounting Manager who is responsible for general accounting operations and monthly GL and grant reconciliations.
• Manage budget tracking with detailed income and expense coding. Provide financial reports to the Executive Director and Board.
• Prepare financial proposals and reports for grants.
• Onboard staff to payroll systems and process staff benefits; onboarding staff benefits.
• Other duties as assigned.

Duties: Planning and Strategy

• Collaborate with the Executive Director and staff to create balanced fiscal year budgets that include income and expense projections.
• Monitor breakdown of restricted funds and Primary Purpose vs Political funds. Monitor staff compliance with budgets.
• Determine cost-cutting measures as needed.
• Ensure cash flow is available for all operational expenses.
• Build a reserve and investment strategy with the Executive Director.
• Plan future growth based on financial assessment with the Executive Director. Other duties as assigned.

Duties: Financial Compliance

• Maintain compliance with GAAP (Generally Accepted Accounting Principles)
• Collaborate with external compliance firm for all PAC financial matters
• Track and process 1099s and W2s with a payroll company
• Project manage third-party audit and filing of 990s with an outside accounting firm
• Ensure timely payment of all fringe benefits and oversee compliance with fringe benefit regulations, including an annual review of fringe benefits contracts with the Executive Director.
• Maintain compliance with state and IRS regulations pertaining to non-profit and political organizations. As needed, oversee the management and physical retention of hard copies of financial documents.
• Coordinate with external legal counsel to address legal matters and ensure proper lobby reporting. Other duties as assigned.

Duties: Human Resources

Oversee Human Resources function in collaboration with Executive Director –

• Create and execute a comprehensive onboarding and training program to new employees reviewing organizational policies, including payroll and business expense processes.
• Serve as primary contact for employee benefits enrollment and administration (i.e., medical and dental insurance, retirement savings).
• Create and execute standardized offboarding procedure for departing employees.
• Maintain all personnel and employee relations records, including annual performance reviews.

Duties: Administration

Responsible for the organization’s overall administrative functions to ensure efficient and consistent operations, including –

• Oversee risk management including insurance and legal activities such as policy renewals, contracts, leases, and other legal documents and agreements.
• Manage building operations by serving as primary contact to property management and subcontractors, and setting and executing priorities for repairs and maintenance of physical infrastructure.
• Supervise all organizational IT systems and software, and work closely with IT vendors to ensure organization has infrastructure and processes to best support the growth and expansion.

Qualifications

• Minimum of 5 years of experience in political and/or non-profit accounting Strong knowledge of non-profit grant tracking and reporting.
• Strong accounting and budget management experience.
• Experience working with multi-entity organizations (c3/c4/PAC) preferred, with a strong recommendation for experience with 501c4s.
• Proven track record in creating and maintaining organizational budgets exceeding $2 million. Extensive experience and proficiency in QuickBooks Online accounting software.
• Experience with Except, Google Business Suite, and Dropbox.
• Ability to manage multiple projects simultaneously and meet strict deadlines. Ability to occasionally work evenings and weekends as needed.
• Proactive and self-driven approach to work.
• Dedication to fostering diversity and inclusion within the workspace.

Benefits

• A generous health insurance plan with 100% coverage of premiums
• Accrued Paid Time Off (PTO) and sick time, including a separate provision for COVID-19-related leave Paid holidays off, including a variety of cultural holidays
• Retirement savings account
• Technology stipend of up to $500

The position will remain open until filled.