Fiscal and Business Systems Manager in Chula Vista, California at MAAC (Metropolitan Area Advisory Committee)

MAAC STORY

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in 5 core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/.

DEFINITION

MAAC is seeking a collaborative, strategic, and solutions-oriented Fiscal & Business Systems Manager to lead the fiscal administration, business systems, operational excellence, and continuous improvement efforts of the Economic Development Department.

Reporting directly to the Director of Economic Development, this position plays a key leadership role in ensuring the department has the systems, processes, tools, and resources needed to successfully implement grant-funded programs and achieve departmental goals. The Fiscal & Business Systems Manager works closely with program managers and staff to strengthen fiscal stewardship, improve operational efficiency, support compliance with funding requirements, and implement business solutions that enhance service delivery. This position serves as the department's lead for fiscal administration, business systems, grant implementation, operational planning, and process improvement. The Fiscal & Business Systems Manager helps translate program goals and funding requirements into practical workflows, reporting structures, internal controls, technology solutions, and operational processes that support consistent, effective, and accountable program operations.

The Fiscal & Business Systems Manager also leads the operational implementation of new grants, contracts, and strategic initiatives by coordinating activities among Economic Development program teams, Finance, Human Resources, Information Technology, Procurement, Compliance, and other stakeholders. The position helps ensure new programs are launched successfully, resources are aligned appropriately, and staff have the tools and systems needed to perform their work effectively.

In addition, this position oversees departmental procurement, inventory management, billing and reimbursement processes, business systems, operational reporting, and other administrative functions that support the department's day-to-day operations. The Fiscal & Business Systems Manager supervises assigned fiscal, administrative, procurement, inventory, warehouse, and business support staff while fostering a culture of accountability, innovation, collaboration, and continuous improvement.

The ideal candidate is a strong project manager and systems thinker who enjoys solving problems, improving processes, and helping teams work more effectively. They are comfortable leading cross-functional initiatives, managing multiple priorities, working with data and financial information, and building relationships with a wide range of internal and external stakeholders. This individual is committed to MAAC's mission and values and is passionate about helping programs operate efficiently so they can maximize their impact in the communities they serve.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Fiscal Administration and Budget Management

• Oversee fiscal administration activities for Economic Development grants, contracts, and funding sources.

• Monitor expenditures, revenues, encumbrances, and budget performance to ensure alignment with approved funding requirements.

• Develop spending projections, expenditure forecasts, and budget analyses to support management decision-making.

• Monitor labor allocations, cost allocations, and grant spending trends.

• Coordinate with Finance staff to support budget development, grant modifications, reconciliation activities, and fiscal reporting requirements.

• Identify fiscal risks and recommend corrective actions and process improvements.

Business Systems and Operational Excellence

• Lead the development, implementation, evaluation, and continuous improvement of departmental business systems, workflows, and operational practices.

• Evaluate existing processes and identify opportunities to improve efficiency, accountability, standardization, customer experience, and program performance.

• Design and implement operational procedures that support effective program delivery while maintaining compliance with funding requirements.

• Partner with program managers to translate program requirements into scalable business processes, operational workflows, reporting structures, and system requirements.

• Develop performance dashboards, operational metrics, and management tools that support data-informed decision-making.

• Promote a culture of operational excellence and continuous improvement throughout the department.

Grant Implementation and Cross-Functional Project Management

• Lead operational implementation efforts for new grants, contracts, and special initiatives.

• Develop implementation plans, project timelines, and readiness checklists for new programs and funding opportunities.

• Coordinate startup activities among program staff, Finance, Information Technology, Human Resources, Procurement, Compliance, and other stakeholders.

• Track implementation milestones and facilitate cross-functional meetings to ensure timely program launch and operational readiness.

• Identify operational requirements including staffing, fiscal tracking, reporting systems, technology solutions, procurement needs, documentation standards, and internal controls.

• Serve as a project manager for departmental business improvement initiatives and strategic operational projects.

Technology and Business Systems Administration

• Collaborate with program managers, Information Technology staff, consultants, and vendors to support implementation and enhancement of Salesforce and other business systems.

• Lead efforts to improve system functionality, automate workflows, reduce administrative burden, and strengthen data integrity.

• Support the development of reporting tools, dashboards, data collection practices, and performance management systems.

• Coordinate technology solutions that improve service delivery, reporting capabilities, compliance monitoring, and operational efficiency.

• Facilitate user adoption, staff training, and process standardization associated with new business systems and technologies.

Internal Controls, Compliance, and Risk Management

• Develop, implement, and monitor departmental internal controls designed to protect agency resources, ensure compliance, and strengthen organizational accountability.

• Establish procedures, review processes, and system safeguards that promote accuracy, consistency, and compliance across procurement, inventory, fleet, billing, reporting, and grant administration activities.

• Monitor operational risks and identify opportunities to strengthen oversight, improve controls, and reduce errors.

• Coordinate departmental preparation for audits, monitoring reviews, compliance assessments, and funding agency reviews.

• Develop and maintain departmental policies, procedures, forms, checklists, and workflow documentation.

• Partner with program leadership to strengthen controls related to grant administration, documentation, reporting, eligibility verification, resource management, and program operations.

• Develop reporting and monitoring processes that support review of fleet utilization, fuel consumption, inventory activity, purchasing trends, and other operational resources.

Procurement, Inventory, and Resource Management

• Oversee departmental procurement, purchasing, vendor management, and contracting activities in accordance with agency policies and funding requirements.

• Manage inventory control systems, warehouse operations, and asset management processes to ensure accountability for materials, supplies, equipment, vehicles, and other agency resources.

• Develop and implement procedures for inventory tracking, reconciliation, purchasing approvals, fleet administration, and resource utilization.

• Oversee fleet administration activities, including vehicle acquisition, replacement planning, maintenance tracking, fuel card administration, and vehicle records management.

• Develop reporting tools and performance metrics to support procurement planning, inventory visibility, fleet utilization, and effective stewardship of agency resources.

• Evaluate resource needs and make recommendations regarding purchasing strategies, inventory levels, fleet replacement, and operational efficiencies.

Billing and Reimbursement Administration

• Oversee billing, invoicing, reimbursement, and revenue recovery activities.

• Ensure timely, accurate, and well-documented reimbursement requests and fiscal reporting submissions.

• Develop systems that improve billing accuracy, reduce reimbursement delays, and strengthen supporting documentation practices.

• Monitor contractor payments, program billings, and reimbursement activities for completeness and compliance.

Supervision and Leadership

• Directly supervise assigned staff including fiscal, administrative, procurement, warehouse, inventory, billing, and business support personnel.

• Establish performance expectations, work plans, and accountability standards.

• Provide coaching, mentoring, training, and professional development opportunities.

• Support cross-training and succession planning efforts.

• Foster a culture of collaboration, innovation, accountability, and customer service.

Other Duties

• Represent the department in internal and external meetings and committees.

• Participate in strategic planning initiatives and special projects.

• Perform other duties as assigned.

QUALIFICATIONS AND SKILLS

Knowledge of:

• Principles and practices of fiscal management, budgeting, financial analysis, grant administration, and reimbursement-based funding models.

• Federal, state, local, utility, and private funding requirements, including compliance, reporting, and contract administration practices.

• Business process design, operational planning, organizational effectiveness, and continuous improvement methodologies.

• Project management principles, implementation planning, and cross-functional coordination strategies.

• Internal controls, risk management, accountability systems, and operational safeguards designed to ensure compliance and protect organizational resources.

• Procurement, purchasing, inventory management, warehouse operations, and resource stewardship practices.

• Technology implementation, Salesforce or similar customer relationship management systems, workflow automation, and business systems administration.

• Data management, reporting systems, dashboard development, performance measurement, and business intelligence tools.

• Principles and practices of supervision, employee development, coaching, and performance management.

• Organizational change management and techniques for facilitating adoption of new processes, technologies, and business practices.

Skills and Abilities:

• Lead complex fiscal, administrative, operational, and business systems initiatives across multiple programs and funding sources.

• Analyze organizational processes and implement practical solutions that improve efficiency, effectiveness, accountability, and customer service.

• Translate programmatic requirements into scalable business systems, workflows, technology solutions, reporting structures, and operational procedures.

• Coordinate and manage cross-functional projects involving Finance, Human Resources, Information Technology, Compliance, Procurement, program staff, external vendors, and funding partners.

• Lead operational planning and implementation activities associated with new grants, contracts, technology systems, and strategic initiatives.

• Evaluate and improve business systems, operational processes, internal controls, reporting methodologies, and resource management practices.

• Utilize technology, automation, data analysis, and performance metrics to support operational excellence and informed decision-making.

• Develop dashboards, management reports, procedures, training materials, and other business documentation.

• Establish and maintain effective working relationships with staff, leadership, funders, auditors, consultants, vendors, and community partners.

• Supervise, mentor, and develop staff while fostering a culture of innovation, accountability, continuous improvement, and collaboration.

• Effectively manage competing priorities, multiple deadlines, complex projects, and organizational change initiatives.

• Exercise sound judgment, discretion, problem-solving skills, and independent decision-making in a dynamic environment.

EDUCATION / EXPERIENCE / CERTIFICATION

• Bachelor's Degree from an accredited college or university in Business Administration, Public Administration, Accounting, Finance, Management Information Systems, Organizational Leadership, Project Management, Nonprofit Management, or a related field; or an Associate's degree and an additional two (2) years of directly related professional experience. An equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the position may be considered.

• Minimum of five (5) years of progressively responsible experience in fiscal administration, business operations, grant administration, project management, compliance, systems administration, process improvement, or a related field.

• Experience using financial management systems; NetSuite experience preferred; and Salesforce Administration

• Three (3) years of supervisory or management experience, preferred.

• Relevant professional certifications are desirable and may include project management, grants management, fiscal management, process improvement, Salesforce administration, or related disciplines.

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.