Finance & Compliance Coordinator

Columbia County Sanctuary Movement (CCSM) organizes with (im)migrants and allies to collectively support, empower and defend our communities. The Finance and Compliance Organizer will work closely with the Co-Executive Directors, finance team, and program staff to safeguard CCSM’s funding by ensuring that timesheets, mileage logs, and payroll documentation are accurate, complete, and translated into audit-ready and voucher-ready packages on time, every time.

CCSM is building a representative staff that contributes to leadership development within our community. We will provide training and mentorship to applicants who we believe would be a strong addition to our team but do not have all of the qualifications below.

Timesheet & Payroll Documentation Compliance — 35%

• Run the monthly timesheet process across all grant-coded staff timesheets, flagging discrepancies, missing entries, and misallocated hours before vouchering
• Manage the e-signature workflow for timesheet approvals, including supervisor routing and follow-up on outstanding signatures
• Maintain grant coding accuracy on staff timesheets, working with supervisors to reclassify or correct entries as grant requirements shift
• Review staff mileage logs to ensure entries are accurate and have required supporting documentation
• Prepare payments for vendors and staff reimbursements

Voucher & Audit Package Preparation — 35%

• Assemble complete voucher packages (timesheets, mileage, receipts, and supporting documentation) for submission to grantors on a recurring schedule, ensuring packages meet each funder’s specific formatting and documentation requirements
• Submit vouchers directly to funders and track submission status, follow-up requests, and resubmissions through to resolution
• Prepare documentation packages for independent reviews, audits, and funder site visits, working closely with CCSM’s outside accountants
• Maintain an audit trail and filing system for all timesheets, mileage, and voucher documentation, organized for quick retrieval during reviews
• Flag documentation gaps or compliance risks to the Co-Executive Directors before they become reporting problems
• Support with creating budgetary documents for funding proposals and reports

Systems & Process Improvement — 30%

• Maintain and refine the timesheet and voucher workflows, including templates, naming conventions, and routing systems
• Work with the finance team to keep grant coding, timesheet allocations, and voucher records consistent across systems
• Improve infrastructure to integrate grant deliverable tracking with financial systems with the Grants Manager
• With support from Co-EDs, maintain proper state and federal compliance documentation for grants
• Maintain reference materials documenting each funder’s specific voucher and documentation requirements for public and private funding
• Prepare quarterly internal reports on grant deliverables, time allocation, and current spending
• Participate in monthly staff meetings and coordinating committee meetings
• Other duties as assigned

Qualifications

• Commitment to CCSM’s mission, immigrant communities, and principles of collective liberation
• Experience with timesheets or grant vouchering, preferably in a nonprofit setting preferred
• Excellent attention to detail and comfort working with detailed, repetitive documentation under deadline pressure
• Strong organizational skills, including the ability to track multiple submission deadlines across different funders simultaneously
• Comfort working with spreadsheets and documentation systems
• Strong interpersonal skills and the ability to follow up with staff persistently and respectfully to close documentation gaps
• Knowledge of public funding and government grant reporting/vouchering requirements a plus
• Bilingualism (English / Spanish) a plus
• Willingness to work in both a remote and in-person setting
• Take feedback well and have a learning mindset
• Directly impacted by or experience with immigration system preferred

Terms of Employment

This is a full-time, in-person position (approximately 40 hours per week) based primarily at our Hudson, NY office. The starting salary is $52,992, with significant annual raises based on CCSM’s pay scale.

This position is grant based and contingent upon additional grant funds.

We are committed to compensating our team fairly and reducing the inequity that can come from salary negotiations. The posted salary and benefits are the best we can offer at this time, and we will continue to build a benefits package that supports all staff.

Benefits include:

• Unlimited paid time off with prior approval
• 90% Health and 100% dental, vision and long term disability insurance
• 401(k) with employer contribution
• Equity-based compensation adjustments
• Paid Holidays and end of year office closure
• 16 weeks of fully paid parental leave
• Work computer, cell phone, and mileage reimbursement
• Language learning stipend and professional development funds
• Interpretation and safety trainings
• Digital security benefits package (professional and personal)

CCSM is an equal opportunity employer and strongly encourages people of color, women, working-class people, LGBTQIA+ people, immigrants, formerly incarcerated people, and people with disabilities to apply. Statistics show that people with marginalized identities often do not apply for positions when they do not meet all qualifications. We encourage you to push past the imposter syndrome and apply anyway.

How to Apply

Apply on Bamboo (link provided) If you have access needs, email info@sanctuarycolumbiacounty.org with details.

Your cover letter should answer the following questions:

• How are you impacted by the immigration system?
• Why are you interested in this role?
• What experiences have you had that make you a strong candidate? (Your response does NOT need to include formal work experience)

We will not check references until after the interview.