Finance & Operations Administrator
Job Overview: Finance & Operations Administrator
The Baltimore Civic Fund serves as the fiscal sponsor and financial backbone for public-private partnerships that advance the City of Baltimore’s priorities. As one of the country’s only mayoral funds, the Civic Fund manages more than $20 million annually on behalf of more than 100 City programs and initiatives spanning economic and business development, education, arts and culture, the creative economy, workforce development, and other areas that contribute to a stronger, more inclusive Baltimore.
The Civic Fund strives to serve as a hub for connection and coordination between the City of Baltimore and the philanthropic community by building relationships and growing support for priority projects. Working alongside the Mayor of Baltimore and City leadership, the Civic Fund helps realize a vision of an inclusive city where all Baltimore residents prosper.
As one of the country’s only mayoral funds, the Baltimore Civic Fund provides fiscal sponsorship for initiatives of the City of Baltimore – currently more than 100 programs and projects. Our services allow City agencies to raise funds and accept philanthropic investments, while providing the assurance to investors that contributions are managed with the highest level of integrity and accuracy.
The Finance and Operations Administrator reports to the Director of Finance and supports day-to-day fiscal activities of the Civic Fund.
Duties and Responsibilities
Finance & Accounting Responsibilities
Process accounts payable and accounts receivable transactions
Assist with monthly bank and credit card reconciliations
Support payroll processing and employee expense reimbursements
Maintain financial records and supporting documentation
Assist with month-end and year-end close processes
Assist with journal entry posting and account reconciliations
Track invoices, vendor payments, and purchase orders
Support budget tracking and financial reporting
Assist with audit preparation and requests
Monitor compliance with internal controls and financial policies
Maintain vendor files including W-9s and 1099 reporting documentation
Operations & Administrative Responsibilities
Support day-to-day office and operational functions
Coordinate administrative processes and workflow improvements
Maintain organizational files, contracts, and records
Assist with onboarding logistics for employees and contractors
Support technology, software, and system administration tasks
Coordinate meetings, scheduling, and operational communications
Help manage organizational calendars, deadlines, and compliance requirements
Maintain SOPs, operational checklists, and process documentation
Support facilities and vendor coordination as needed
Assist leadership with special projects and cross-functional initiatives
Requirements and Qualifications
Multiple years of financial support or bookkeeping experience.
Proficiency with Microsoft 365 and comfort with or ability to learn other systems, such as Sage Intacct, Asana, and Bill.com.
Vendor and customer relations experience.
Strict attention to detail, highly organized, and efficient.
Motivated by service, with sincere customer service ethic.
Ability to work independently and collaboratively to meet deadlines.
Preferred Experience & Skills
Associate degree or equivalent in accounting, finance or related field.
Proficient in the use and maintenance of automated Financial Management Systems (FMS) such as Sage Intacct.
Compensation
Salary range: $55,000 - $70,000. The Civic Fund also offers a competitive benefits package.