Administrative and Finance Coordinator (full time, non-exempt)

Who We Are:

Active San Gabriel Valley (ActiveSGV) is a community-based environmental justice and public health non-profit headquartered in the City of El Monte. Our mission is to create a more sustainable, equitable, and livable San Gabriel Valley. We envision a San Gabriel Valley where people of all ages, incomes, abilities, and backgrounds have the opportunity to thrive. Where decision-making accounts for the needs of current and future generations. Where local and regional investments help address our most pressing challenges, including the climate crisis, housing affordability, and inequity. Where elected leadership reflects and accurately represents one of the United States’ most diverse regions. Where communities pilot best practices in public policy, health, sustainability, and governance.

The San Gabriel Valley is more vital through creating quality jobs, living wages, employment mobility, a strong economy, clean water and air, accessible parks, stable and affordable housing, safe and efficient transportation, and a healthy built environment that supports sustainability. As such, ActiveSGV is committed to diversity, equity, and inclusion in our work, aiming to eliminate barriers so our communities can lead happier, healthier lives. 

ActiveSGV strives to make our commitment evident across all levels: in our organizational structure, policies, advisory board, staff, volunteers, donors, goals, and vision. We welcome people of all backgrounds and aim to maintain a culture of respect, openness, learning, integrity, honesty, and a sense of fun. 

Learn more at www.activesgv.org

About the Position:

ActiveSGV seeks an experienced and organized Administrative and Finance Coordinator to join our team. The successful candidate will play a vital role in supporting our Healthy Communities Initiative and the organization’s day-to-day operations, assisting with administrative and financial tasks. The Administrative and Finance Coordinator is crucial in promoting a sustainable, professional, organized, and collaborative atmosphere. This role requires a highly trustworthy, flexible team member who can maintain discretion and demonstrate sound independent judgment on significant matters pertaining to organizational success. We encourage you to apply if you are passionate about health and wellness, highly detail-oriented, and capable of managing multiple responsibilities.

Core Responsibilities

Program Support & Data Management

• Fulfill fiscal management requirements, including preparation of monthly invoices, tracking program expenses, submission of associated backup documents, and preparation for County, State, and Federal audits 
• Assist in data entry, analysis, and reporting to measure program effectiveness
• Assist in the coordination and execution of ActiveSGV workshops, seminars, and events
• Maintain accurate records of participant information, attendance, and program statistics
• Prepare and distribute program-related communications to participants, instructors, partners, and community member
• Support program implementation and tracking process objectives
• Maintain program calendars, schedules, resource materials, and record minutes for internal and external meetings
• Ad-hoc Tasks: Perform other duties as assigned by the supervisor.

Administrative and Finance Operations: 

• Accounts Coordination: under the direction of the operations manager, support accounts payable and receivable operations including processing payments, invoicing clients, tracking outstanding payment and following up on overdue accounts.
• Record keeping & reconciliation: maintain detailed records of all financial transactions including receipts, invoices and payment confirmation; reconcile credit card statements and other financial records with company accounts.
• Payroll support: Assist in utilizing payroll software and systems to process payroll, enter/update employee information, maintain records, and generate reports
• Human Resources Support: Assist with the onboarding process for new employees including coordinating schedules, preparation of orientation materials, and coordination of training sessions
• Supports organizational events, meetings, and actions by securing vendors, ordering supplies, conducting inventory, and coordinating overall logistics
• Maintains the office by organizing office operations and procedures
• Ad-hoc Tasks: Perform other duties as assigned by the supervisor.

Essential Knowledge and Abilities:

• 3 - 5 years of program administration, business administration or similar role required
• Bachelor’s Degree preferred, or equivalent combination of education, training, and experience
• Strong organizational, project coordination, and problem-solving skills
• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and other cloud-based technologies. Experience with payroll software is a plus.
• Ability to prioritize tasks effectively and manage time efficiently to handle multiple responsibilities.
• Ability to process and manage expenses, reconciliations and reimbursements accurately.
• Understanding of the importance of maintaining confidentiality and handling sensitive information with discretion
• Excellent meeting, event planning and logistical coordination skills
• Strong verbal and written communication skills (via phone, email, other online communication tools, and in-person)
• Ability to demonstrate attention to detail while maintaining a high level of accuracy in a fast-paced team environment
• Commitment to the principles and goals of ActiveSGV within a racial and social justice lens
• Bilingual in English/Spanish is a plus

It would be great if you also had…

• Strong ties and roots in the San Gabriel Valley region.
• Experience with Paylocity, Quickbooks, and Bill.com
• Administrative experience with State and Federal grants 
• Lived experience that enables an understanding of poverty and systems of oppression.
• Ability to ride a bicycle or a willingness to learn how to do so.
• Commitment to ActiveSGV’s mission and values.