Purchasing, Accounting & Budgeting Manager

Purchasing, Accounting & Budgeting Manager

POSITION SUMMARY : The Purchasing, Accounting & Budgeting Manager leads the organization's procurement and contracting activities while providing essential accounting and budgeting support. Reporting to the CFO, this role ensures that purchasing, contracting, and financial transactions are efficient, transparent, and compliant with organizational and grant standards.

In addition to overseeing the purchasing function, this position supports accounting operations-such as accounts payable, reconciliations, and audit preparation-and assists in developing, monitoring, and reporting on organizational budgets. The ideal candidate combines strong procurement expertise with solid financial acumen and thrives in a collaborative environment that values accuracy, integrity, and mission alignment.

DUTIES AND RESPONSIBILITIES :

• Lead and manage the full procurement cycle, including vendor selection, bidding, purchase orders, and contract execution.
• Develop, update, and enforce purchasing policies and procedures that ensure compliance and efficiency.
• Monitor supplier performance and track key procurement metrics.
• Analyze spending patterns to identify cost-saving opportunities and process improvements.
• Maintain an accurate procurement system and vendor master file.
• Collaborate with program leaders to forecast purchasing needs and ensure alignment with budget allocations.
• Draft, review, and manage contracts with vendors and consultants, ensuring compliance with legal and funder requirements.
• Track deliverables, renewals, and expirations to ensure timely actions and minimize risk.
• Serve as the point of contact for vendor inquiries and payment status updates.
• Maintain vendor relationships grounded in reliability, service quality, and mutual accountability.
• Coordinate with the accounting team to ensure timely and accurate processing of invoices, purchase orders, and payments.
• Assist with account reconciliations, accruals, and other month-end close activities.
• Support the preparation of the annual operating and capital budgets, including collecting departmental inputs and validating assumptions.
• Monitor budget-to-actual performance and provide regular expenditure reports to department leaders.
• Assist in preparing financial summaries and variance analyses for leadership and board reporting.
• Ensure proper coding of expenses in alignment with funder and grant requirements.
• Support documentation and schedules required for financial audits, reviews, and monitoring visits.
• Ensure compliance with procurement regulations, including Head Start standards, the federal Uniform Guidance, and the Davis-Bacon Act.
• Maintain robust internal controls for purchasing, accounting, and budgeting functions.
• Provide documentation for auditors and regulatory reviewers as required.
• Stay up to date with nonprofit procurement and financial best practices.
• Train staff on purchasing, budget monitoring, and expense reporting procedures.
• Collaborate with Finance, HR, and Program departments to improve financial workflows.
• Promote a culture of fiscal accountability, compliance, and continuous improvement.

CAREER PATH

This position may grow into a Procurement & Financial Operations Manager role with expanded oversight of purchasing, budgeting, and accounting functions, contributing to stronger integration of financial planning and operational execution.

Starfish Family Services is an equal opportunity employer. It is the policy of SFS not to discriminate in its employment and personnel practices because of a person's race, color, creed, religion, sex, national origin, age, height, weight, marital status, disability or any other basis protected by federal, state, or other applicable law.

Qualifications

EDUCATION AND / OR EXPERIENCE :

Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent experience).

5+ years of experience in purchasing, procurement, or accounting, with exposure to budgeting processes.

Strong understanding of internal controls, nonprofit compliance, and grant regulations.

Excellent analytical, organizational, and communication skills.

Proficiency in Microsoft Office Suite (especially Excel) and accounting / ERP systems.

Preferred :

Experience in nonprofit or grant-funded environments.

Knowledge of federal / state grant compliance (Uniform Guidance, OMB Circulars).

Certified Purchasing Professional (CPP), Certified Professional in Supply Management (CPSM), or related credential.

Familiarity with fund accounting and financial reporting requirements.