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Finance Manager (Cash Flow + Payroll Operations Focus (Gov FFP)

Title: Finance Manager

Reports to: President / CEO

Type: Full-time

Why this role exists

The Company needs a finance leader who turns day-to-day transactions into clear cash visibility, accurate reporting, and operational control. This role owns the rhythm of finance: AR, AP, internal payroll + payroll taxes, month-end closing, cash forecast, and leadership-ready financials.

What success looks like (first 90 days)

+ Cash forecast produced weekly, accurate within an agreed variance range

+ AR is current and disciplined (billing sent on time, collections routine active)

+ Payroll is executed flawlessly: prepared for Intuit Tues/Wed ahead of Friday payroll, with clean reconciliations and tax compliance

+ Month-end close is consistent and on schedule

+ Leadership receives a simple weekly dashboard: cash, AR, AP, payroll timing, runway

+ No surprises: issues are flagged early with options, not excuses

Responsibilities

Cash & Forecasting (Weekly Operating Cadence)

+ Own weekly cash forecast (13-week rolling) + monthly outlook

+ Run a weekly finance cadence with leadership covering cash, AR, AP, payroll timing, and upcoming obligations.

+ Maintain visibility into payroll timing, vendor obligations, and receivables

+ Create scenario models (best/base/worst) to support decisions

AR / Revenue Operations

+ Ensure invoicing is accurate, complete, and delivered on time

+ Track collections and follow up with customers professionally

+ Reconcile revenue with contracts / milestones where applicable

Government FFP Billing, Invoicing & Collections

+ Own end-to-end FFP invoicing: accuracy, timeliness, required documentation, delivery, and proof of submission.

+ Maintain billing schedules aligned to contract terms and internal performance/milestones.

+ Own collections and AR discipline: consistent follow-up cadence, escalation path, dispute log, and resolution tracking.

+ Ensure cash receipts are tracked and applied correctly; keep AR clean and current in QuickBooks.

Payroll & Payroll Taxes (Internal Ownership)

+ Own end-to-end bi-weekly payroll prepared in-house and submitted to Intuit on Tuesday/Wednesday for the Friday payroll run.

+ Collect, validate, and lock payroll inputs by deadline (hours, PTO, adjustments), ensuring complete accuracy prior to submission.

+ Maintain and enforce a documented payroll calendar (cutoffs, approval dates, submission dates, pay dates).

+ Review payroll register prior to submission (rate changes, deductions, reimbursements, new hires/terminations) and obtain required approvals.

+ Own payroll taxes end-to-end: ensure proper setup, timely filings, timely deposits, and accurate quarterly/annual reporting (W-2s / 1099 coordination as applicable).

+ Reconcile payroll each cycle: tie payroll registers to bank withdrawals and post clean journal entries; maintain payroll liability reconciliations (taxes, benefits, garnishments if any).

+ Ensure accurate reporting from HR, support onboarding/offboarding payroll changes and deductions—ensuring changes are reflected correctly and on time.

+ Maintain controls and confidentiality for payroll data; ensure clean audit trails.

AP / Spend Control

+ Manage AP workflow: coding, approvals, payment scheduling, and vendor management, including vendor files, W-9’s and payment terms

+ Schedule payments to protect cash while maintaining vendor health and operational continuity.

+ Help enforce spending discipline and purchase approvals

Close Readiness & Financial Reporting (with Outside CPA)

+ Maintain QuickBooks hygiene: reconciliations, correct coding, classes/projects/jobs as needed, and documentation.

+ Prepare CPA-ready month-end schedules (bank/CC recs, AR/AP, accrual support, prepaids, payroll tie-outs).

+ Produce monthly leadership reporting: P&L, balance sheet, cash movement summary, and variance notes.

+ Maintain QuickBooks hygiene: reconciliations, correct coding, classes/projects/jobs as needed, and documentation.

+ Prepare CPA-ready month-end schedules (bank/CC recs, AR/AP, accrual support, prepaids, payroll tie-outs).

+ Produce monthly leadership reporting: P&L, balance sheet, cash movement summary, and variance notes.

Systems & Process Improvement

+ Own QuickBooks hygiene: chart of accounts, classes, projects, customer/job setup

+ Improve workflows to reduce cycle time and errors

+ Perform annual internal audit as preparation for tax prep

+ Support annual tax prep with external partners

Key KPIs

+ Month-end close completed by 5th business day

+ Payroll submission to Intuit on time:  100% (prepared and approved by Wednesday prior to Friday payroll)

+ Payroll accuracy:  ≥ 99.5% with zero preventable off-cycle corrections

+ Payroll tax compliance:  100% on-time filings and deposits; zero penalties/interest

+ Payroll reconciliation:  completed within 2 business days after each payroll

+ Forecast accuracy (weekly cash): + 5% variance

+ Weeks 1–2: ±5% or ±$150k

+ Weeks 3–6: ±10% or ±$250k

+ Weeks 7–13: ±15% or ±$350k

+ Any variance > $150k must be explained in the weekly update by named line items (e.g., ‘Invoice X delayed 7 days’, Payroll tax debit hit early’), and whether it was on the receivables ‘watch list’.”

+ AR aging: % current / % >30 / % >60

+ AP timeliness: no late fees / missed critical payments

+ Bank/CC reconciled weekly and fully reconciled monthly by 5th business day

Requirements

+ 5–8+ years in finance/accounting roles with hands-on ownership of cash, AR/AP, and close readiness

+ Ability to maintain complete confidentiality and

+ Strong QuickBooks experience (Desktop Enterprise preferred)

+ Proven experience owning invoicing + collections and driving AR discipline

+ Proven experience owning payroll + payroll taxes (Intuit experience a plus)

+ Strong Excel/Sheets skills (cash models, trackers, clean reporting)

+ High integrity, strong follow-through, proactive communicator

+ Government clearance Secret required

Nice-to-haves

+ Experience in government contracting

+ Familiarity with revenue recognition concepts

About nFocus Solutions

nFocus Solutions is dedicated to the development of innovative technologies and intelligent business solutions for the public sector. We are a leading provider of applications, services, and technologies that nonprofit organizations, communities, first responders and government agencies rely on to deliver services to the public at large. Our high-quality data management and analysis software enable our clients to achieve clear, well-defined results that change the world.

At nFocus Solutions, we are committed to a diverse and inclusive workforce. We believe that great minds think differently. We value diversity of backgrounds, beliefs, and interests, and we recognize diversity as an important source of innovation. nFocus Solutions is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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