AP & Contracts Manager

Position Title: AP & Contracts Manager

Reports to:  Deputy Director of Finance
 
About Us

The Movement Innovation Collaborative (MIC) is a new time-limited entity that will deepen and expand the capacity, impact, and sustainability of California's grassroots movements for racial justice and social transformation. Through offerings that are additive and synergistic with existing movement efforts, the MIC will support changemakers and organizations in catalyzing innovations in movement strategy, power-building, intergenerational leadership development, and collective long-term sustainability and resilience. Through a network of physical and virtual "centers," the MIC will also contribute a key piece of infrastructure to fuel transformative structural change across California. This network will comprise new and existing centers serving hundreds of organizations and tens of thousands of grassroots leaders across California. 
 
Position Summary

The Accounts Payable and Contracts Manager is responsible for the day-to-day accounts payable and contract administration processes across MIC, helping ensure expenses, invoices, payments, and contracts are processed accurately and efficiently.
 
What You’ll Be Doing

This role serves as a key point of coordination between Finance, staff, vendors, consultants, and other partners.  The AP and Contracts Manager owns the administrative workflow from invoice, contract, or grant-related requests through completion,  submitting and monitoring expenses, maintaining strong and organized financial documentation and records, and helps make Finance processes clear and accessible for staff.

While the primary focus of the position is payment management, the AP & Contracts Manager will provide some support to grant administration processes, support audit preparation, and assist the Deputy Director of Finance.
 
This role is ideal for someone who enjoys working with systems, tracking financial workflows, and helping organizational processes run smoothly.  They bring a strong service orientation to Finance and understand that effective financial administration requires both good controls and good relationships.
 
Key Responsibilities include:

Accounts Payable & Payment Administration

- Manage the accounts payable process from invoice and reimbursement submission through payment
- Review and enter invoices and payments requests to Bill.com ensuring completeness, appropriate approval, coding, and supporting documentation
- Manage and track all financial transaction approvals and payment status
- Manage vendor setup and maintain vendor records
- Serve as primary point of contact for vendors and staff regarding invoice and payment status
- Maintain organized vendor payment documentation
- Monitor outstanding invoices, reimbursements, payment requests, and other AP items and follow up as needed
- Partner with accounting to resolve payment, coding, or documentation issues 
- Support year-end AP activities, including vendor documentation and 1099 preparation

Contract Administration

- Manage the administrative lifecycle of contracts and agreements from intake through execution and closeout.
- Coordinate contract requests and ensure required information and approvals are received before the agreement moves forward
- Prepare and route contracts using approved templates and established processes
- Coordinate signatures and maintain executed agreements and related documentation
- Maintain MIC’s central contract records and tracking systems
- Track key contract information including effective dates, expiration dates, payment terms, contract values, amendments, and renewals.
- Monitor upcoming contract deadlines and proactively communicate with responsible staff
- Support vendor and consultant onboarding by ensuring required agreements and documentation are in place
- Partner with appropriate staff or external counsel when agreements require legal review, negotiation, or interpretation.
- Help ensure payments align with executed contract terms and established payment schedules
- Support audit preparation, reporting, and other information 
- Assist with reconciliation support and documentation preparation

- Provide administrative support for grant-related payment requests or documentation as needed
- Help collect, organize, and maintain grant-related payment records and supporting documentation
- Other duties as assigned
 
Who You Are

While no one person will embody all of the qualities described below, the ideal candidate will possess many of the following professional and personal abilities, attributes, and experiences:

- 3-6 years of experience in nonprofit finance, accounting support, operations, or similar roles involving financial transactions and systems
- Experience working with financial systems such as Expensify, Bill.com, or similar platforms
- Strong organizational skills and attention to detail
- Comfort working with financial documentation and transaction workflows
- Strong project and workflow management skills, including the ability to track multiple deadlines and follow up proactively with staff and partners
- Interest in supporting organizations working toward social change

- Deep alignment with MIC’s mission, values, and movement-centered approach
- Familiarity with nonprofit financial practices and compliance
- Experience supporting remote teams or distributed organizations
 
Employment Classification and Salary

- This is a full-time, exempt position starting as soon as possible. This role is remote; however, the candidate must be in California. 
- The salary for this position is $100,000-$120,000
- The MIC has a 90-day trial period policy for all new hires. This allows both the organization and the employee to ensure a great fit. During this period, performance, adaptability, and cultural alignment will be assessed through ongoing feedback and a formal review.

Benefits

- 100% organization-funded medical, dental, and vision coverage for employees, their spouses or domestic partners, and their children. Coverage begins on the first day of employment. 
- Paid Time Off: As a full-time employee, you will receive 15 days of vacation, 12 sick days per year, and a generous paid family leave policy. Accrual of this benefit begins on the first day of employment and becomes available upon completion of the 90-day trial period.  
- Paid Holidays: 21 days total, including a 10-day Winter Break overlapping with Christmas and New Year’s Day. Additionally, 4 Floating Holidays will be made available upon completion of the 90-day trial period.  
- Retirement Plan: MIC offers a 403b retirement plan. MIC contributes an employer-paid amount equal to 5% of your salary.

MIC’s salaries and benefits reflect our commitment to collective care and sustainability. They may evolve as the organization grows, and employees will be updated as changes occur. Additional details will be provided upon hiring.

Movement Innovation Collaborative is an equal-opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage those who see alignment with our mission and believe they have the relevant skills and experience to apply. We commit to providing an inclusive work environment where everyone is treated with fairness, dignity, and respect.