Finance & Administration Manager

About Southside Harm Reduction Services

Southside Harm Reduction Services is the largest harm reduction organization in MN. Our mission is to improve the health and autonomy of people who use drugs through a comprehensive harm reduction framework. We support people who use drugs to make the changes that they want to see for themselves and their communities, recognizing that people who use drugs know what they need for their health and community.

Our services are as low‑barrier as possible and work to destigmatize, validate, and acknowledge the humanity of all people who use drugs.

The Finance & Administration Manager safeguards the financial health and administrative organization of Southside Harm Reduction Services. This role is primarily focused on Grant Management and Financial Systems, with secondary responsibilities in HR Administration. It is a strategic, supportive role that works to ensure our funding is secure, our staff are paid accurately, and our internal systems are effective and functional.

This position works closely with the Development & Communications Manager, our external Accounting Firm, and the Finance & Operations Director. The ideal candidate is detail oriented, committed to harm reduction principles, and understands administrative and financial work as fundamental to Southside’s ability to be accountable to our staff, participants, and general community.

• Bookkeeping:
  Manage the day‑to‑day coding of expenses, revenue, and other accounts in Quick Books. Maintain records of receipts, invoices, and financial documentation. Work with our external Accounting Firm on month‑end processes, reconciliations, and reporting.
• Grant Control:
  Prepare and manage grant budgets. Ensure grant spenddown including proper staffing allocations. Communicate internally about grant spenddown and program budgets.
• Invoicing and Payments:
  Submit reimbursement invoices monthly; follow up on payments to ensure cash flow. Pay invoices as approved. Receive, review, and disperse staff and volunteer reimbursement requests; mileage, expenditures, and stipends.

• Payroll:
  Assist with processing bi‑weekly payroll, ensuring accurate allocation of staff time to specific grants (critical for funding compliance).
• Onboarding Admin:
  Handle the paperwork side of hiring: offer letters, W‑4s, I‑9s, and benefits enrollment. (
  
  Note:
  
  Recruitment and interviewing are handled by Program Managers).
• Policy Compliance:
  Maintain the Employee Handbook and ensure personnel files are legally compliant.

• Record Keeping:
  Maintain files for organizational insurance policies, vendor contracts, and leases. Maintain schedules for renewals and updates.
• Vendor Management:
  Maintain the Approved Vendor List, file sales‑tax exemptions, communicate with supply vendors, and work with Program staff to compare and keep order confirmations, invoices, and packing slips.
• Mail & Deposits:
  Assist with receiving supply deliveries, manage physical mail, and bank deposits.

• Degree or Certificate in bookkeeping, finance and/or business administration or at least 3 years experience.
• 2–5 years experience in financial and/or administrative work.
• Experience with government (state and county) grants and contracts strongly preferred.
• Experience working with Quick Books Online, Microsoft Excel, and any payroll platforms. Technical aptitude for learning new platforms and software.
• High level of integrity and attention to detail.
• Excellent written and verbal communication skills.
• Great judgement of personal abilities and capacity, and the ability to be accountable to both supervisory positions and staff members.
• Great people organization skills; the ability to manage projects, delegate responsibilities, and ask for help when needed.
• Systems analysis and implementation skills.
• Commitment to integrity, accountability, compliance, and stewardship of resources.

• 2–5 years experience working in a grant‑dependent nonprofit organization strongly preferred. Highly valued is experience working with private sector or government public health and/or social…