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.     

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