Financial Systems Administrator

Application Guidelines:

Applications will be accepted from Friday, October 16th - Friday, October 30th.

We recognize that people gain skills and experience in many different ways. Don’t be discouraged if you don’t meet each and every position requirement – instead, use your application to let us know what excites you about the role and what transferable skills or other qualities you would like to bring to OFB! Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background.

Who We Are: 

Oregon Food Bank (OFB) believes that no one should be hungry. Our mission is to eliminate hunger and its root causes. We believe that food and health are basic human rights for all. We know that hunger is not just an individual experience; it is also a community-wide symptom of systemic barriers to employment, education, housing and health care such as systemic racism, sexism, and cissexism. That’s why we work systemically to achieve our mission to end hunger: we foster community connections to help people access nutritious food, and we build community power and strengthen networks of support and the safety net to eliminate the root causes of hunger for good. 

We build community power to dismantle systems and policies that drive hunger and poverty. 

Oregon Food Bank is an Equal Opportunity Employer, and we strongly encourage applications from candidates who can increase the diversity of our organization and strengthen our capacity to eliminate hunger. We believe strongly in the power of lived experience — and we actively seek individuals who have experienced hunger and its root causes to join our team. Our organization is stronger because of the leadership of people who have faced food insecurity in their own lives and/or hail from historically under-represented communities. Learn more about our commitment at oregonfoodbank.org/equity. 

Who You Are: 

You care deeply about community, about people experiencing hunger and hold them in the center of all that you do. You are committed to apply equity as a process and an outcome of your work to disrupt systemic social patterns that promote hunger such as racism, sexism, and cissexism. You have a strong affinity with OFB’s 10 Year Vision and are profoundly excited to achieve this vision for and with our community. 

Position Summary: As the Financial Systems Administrator, you are the primary point of contact for users of our financial systems and processes across the organization: Leading end-user training, trouble-shooting, routine maintenance and system improvements; applying your excellent attention to detail to set up and maintain  financial systems and processes aligned with our accounting and risk mitigation best practices; routing requests for projects to assigned Finance department staff.  With a strong ability to communicate complex information to diverse audiences, the Financial Systems Administrator is an ambassador for organizational financial best practices. 

Primary Responsibilities (Essential Functions): 

●   Serves as primary administrator of financial systems, administering user and system setup aligned with organizational approved access levels in Sage Intacct, Concur, Amazon Business, US Bank Credit Card, Fluxx grant making software. 

• Provides troubleshooting support, general guidance, answers how-to questions and other general support related activities. 

• Facilitates continuous operations of financial processes by providing initial response to requests for support from cross-organizational users of financial systems and routes to Finance Team members as appropriate. 

• Collaborates with Senior Manager of Financial and Data Systems to maintain compliance with internal control matrix, signing authority matrix, audit readiness and best practices in system administration standards, controls and procedures. 

• Supports yearly audit assisting in the collection and organization of sample testing to auditors, document retention, and audit project coordination.

• Creates and presents training materials for cross-organizational users of financial systems using varied teaching methods and materials to support varied learning styles.

• Serves as administrator and lead collaborator on departmental Asana workspace, managing and improving existing projects, and moving existing workflows into formal Asana projects.

• Serves as key member of the Strategic Finance team responsible for the yearly organizational budgeting process. Provides cross-departmental support on budgeting guidance, timelines and deliverables with additional as needed support in  data collection and entry. 

• Monitors touchpoints between end-user usage of financial systems and processes and financial systems and processes for effective integration and proposes or implements, with approval, improvements on an ongoing basis or fixes when necessary.

• Reviews, determines, creates and documents current and new processes and procedures to create enhanced tools, systems and controls with integrating various automated systems such as Asana, and Intacct. 

● Trains staff on project tracking and other software, and organization of materials. Develops recommendations for internal departmental training and external training for Finance department end users. 

• Contributes to departmental priorities and work planning and as member of Strategic Finance Team, collaborates on the strategic priorities of the broader team. 

●Organizational level responsibilities of exempt employees include:

• To be an ambassador and a leader for OFB’s vision and mission, a cross-departmental collaborator, and an active contributor to building a movement to end hunger for good by addressing the root causes of hunger: systemic oppressions such as racism, xenophobia, sexism, and cisexism. 

• In consultation and coordination with the supervisor, actively contribute to:

  • cross-departmental efforts

  • work culture activities and programming

  • advisory and consultative groups such as the compensation committee, affinity groups, Equity Ambassadors, Equity Think Tank meetings, among others

  • plan and engage in professional development activities that strengthen your capacity for your specific role as well as your capacity to contribute and advance organizational goals, OFB’s vision and mission.  

• Identify, share, engage in, and collaboratively adjust and make necessary changes to this description of duties according to the inevitable evolution of the role over time.

Skills and Experience Required: 

• Deep passion for eliminating hunger and its root causes. 

• 2+ years administrative support, and project coordination experience. 

• 2+ years providing technical training and support to non-specialized users of record keeping systems or processes

• 1+ year experience setting up or administering systems that implement organizational policies and controls, or similar.

• Proficient with Microsoft Office Suite including intermediate skills in Excel. 

• Collaborative work skills; develops and maintains positive working relationships. 

• Good organizational, analytical and problem-solving skills with a strong attention to detail. 

• Ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work. 

• Ability to communicate effectively both orally and in writing. Ability to make presentations and develop reports that may include technical information. 

• Ability to establish and maintain effective working relationships with diverse stakeholders. 

• Must be able to pass a criminal background check. 

• Organizational level skills and experience required for exempt employees include:

• Disposition and willingness to maximize multiple perspectives to innovate, problem solve and seek creative solutions.

• Experience in modeling intercultural competence and demonstrated commitment to equity and social justice.

• Demonstrated ability to think strategically, collaborate, take initiative, and to maintain confidentiality.

• Project coordination and organization skills; ability to manage multiple projects with attention to detail; ability to handle interruptions, and produce timely, accurate work.

• Ability to both work independently and as part of a team; comfortable working in an office environment and offsite.

• Ability to thrive in a diverse, creative, responsive, mission-driven, and fast-paced work culture. 

• Experience of successful multicultural immersion working and/or living within OFB's Equity Constituencies: BIPoC, Immigrants & Refugees, Single Mothers, Trans and Gender-Non-Conforming folx.  

  • Multicultural Immersion defined as: Actively integrated in one or more communities, interacting with individuals and groups, and seeking to understand the diversities within and between communities by being there and engaging in daily life activities.

Preferred Qualifications: 

• Experience building and maintaining financial and risk management systems specifically, providing controls to ensure policies are followed.

• Project management and coordination utilizing automation tools, preferably Asana

• Demonstrated experience with data collection, management of database systems, creation of dashboards and reporting systems. 

• Accounting education or training to include knowledge of GAAP and best practice of financial reporting and audit. 

• Organizational level preferred qualifications of exempt employees include:

  • Multilingual skills at a minimum professional level of proficiency or greater in English and any additional language/s, defined as being able to speak the languages with sufficient structural accuracy and vocabulary to participate effectively in most formal and informal conversations on practical and professional topics.  

  • Multicultural skills of adaptation and integration are strongly preferred.  

    • Adaptation is defined as the capacity to communicate and interact  with people of multiple cultures, backgrounds, and styles by incorporating and adapting to the world view and perspectives of others.

    • Integration is defined as being able to “code-switch” or move in and out of one's worldview and help others understand different cultures, backgrounds, and styles to promote diversity and inclusion.

  • Commitment to continued professional development to strengthen capacity to work through an equity lens for equity and racial justice.

  • Strong capacity to consider multiple perspectives, to pivot to respond to emerging needs and lead through organizational changes.

  • Years of successful multicultural immersion either working with and/or living within one or more of OFB’s Equity Constituencies at the time of hire.  An additional step for at least 10 years above minimum required of successful multicultural immersion working with and/or living within one or more of OFB’s Equity Constituencies at the time of hire.

    • Multicultural Immersion defined as: Actively integrated in one or more communities, interacting with individuals and groups, and seeking to understand the diversities within and between communities by being there and engaging in daily life activities.

The Fine Print: 

Work environment: 

Work is performed in an office environment while sitting in meetings or at a computer screen for extended periods inside and outside of Oregon Food Bank and will use computers and phones extensively. May work outside of general working hours of 8:00 – 5:00 p.m., such as evenings and weekends, and occasional travel out of town may occur. 

This role requires travel/personal vehicle use /work outside normal hours. 

Work may require to lift, move and carry objects from 20 to 40 pounds, such as boxes containing office and other supplies. Crouching, bending, kneeling and reaching when filing. Accommodations may be available upon request. 

Background Check: 

This position does require a criminal background check. Criminal background checks may be required for the following reasons: 

● Insurance requirement 

● Job dues requirements include unsupervised administration of cash or other liquid assets. A criminal record unrelated to the, assault, or sexual violence may not make you ineligible to work at Oregon Food Bank. We actively support all our staff in developing relevant skills and capacities to improve job retention and advancement. 

Inclement Weather, Service Disruptions and Disaster Response expectations: 

OFB is part of the regional disaster response network and, as part of our commitment to our community, we all are expected to report to work as soon as it’s safe to do so and to respond to the disaster, emergency, inclement weather or extended service disruption as needed and as possible. Work and paid designations are described in OFB’s Inclement Weather Guidelines. At all times staff are supported to prioritize their safety and those of their dependants, families and loved ones while in communication and coordination with supervisors. 

1. Exempt classification refers to employees who earn a salary rather than an hourly rate for the work they do instead of the number of hours they take to complete the task. Exempt employees are not eligible for overtime pay or minimum wage. They; 1) Supervise two or more full-me employees or four part-me employees regularly; 2) Are responsible for managing at least part of a business; 3) Play an important role in the job status of other employees, including hiring and delegating tasks; or 1) Perform office or non-manual work directly related to the business operations or management of an organization and its customers; and 2) Exercise independent judgment and discretion over important business decisions.