Participatory Budgeting Project

Financial Planning and Analysis

• Maintain and support PBP’s remote work infrastructure, including Google Workspace, Asana, Harvest, Rippling, Zoom, and other organizational platforms.
• Administer requests for supplies and equipment and manage renewals of subscriptions and licenses essential to the organization.
• Support the evaluation, refinement, and implementation of operational and financial systems, including time tracking, expense workflows, contract management, project management tools, and system integrations.
• Lead general IT and equipment tracking and coordination with vendors, as needed.
• Coordinate accounts payable processes by collecting invoices, verifying approvals and budget alignment, and preparing documentation for entry into financial systems in coordination with the Director of Finance.
• Serve as the primary administrator for time and expense tracking systems (Harvest), ensuring accuracy, compliance, and timely submissions.
• Produce monthly, quarterly, and annual labor allocation and timekeeping reports to support budgeting, capacity planning, and grant compliance.
• Support payroll coordination through Rippling by validating timesheets, stipends, and PTO balances and serving as the first point of contact for payroll-related inquiries (excluding payroll processing and final approval).
• Support invoice submissions to cities, funders, and partners and maintain organized documentation for audit and compliance purposes.
• Maintain contract trackers and support external agreement workflows with partners, vendors, and consultants.
• Support hiring processes by updating and maintaining applicant tracking systems.
• Coordinate job postings and recruitment logistics in collaboration with hiring committees.
• Coordinate onboarding and offboarding processes, including systems access, documentation, and internal account setup.
• With the Director of Finance, coordinate the annual performance review process and related documentation.
• Support the maintenance and administration of Rippling HR systems, serving as liaison between staff and Rippling support as needed.
• Collaborate with staff and leadership to support annual organizational goals and operational priorities.
• Manage timelines, workflows, and deliverables for cross-functional operational and systems projects using Asana or similar tools.
• Coordinate logistics for internal meetings, retreats, convenings, conferences, and organizational events.
• Maintain and update standard operating procedures (SOPs) related to operations, finance-adjacent workflows, and compliance.
• Participate in organization-wide meetings and learning activities, contributing to continuous improvement and staff capacity building.

Operations & Finance Specialist