Finance Specialist / Manager

Key Responsibilities

Managing finance operations
Review payment requests and disburse payments such as honorariums, reimbursements to internals and externals, per diems, invoices, etc.
Manage the vendor and contractor payment workflow, including payee onboarding and tax-form collection, and maintain the SOP library for finance procedures
Manage Mercury and credit card operations, ensuring cardholders submit receipts, ensure compliance of expense policies, and that we properly code expenses according to policies
Track and support various sub-budgets: team budgets, restricted grant budgets, tech stipends, and retreats
Managing daily accounting and reporting functions
Keep our books accurate and current in QuickBooks Online: enter cash disbursements and receipts; implement and update dimensions, groups, and reports; and run our recurring journal-entry and close cycles
Operate and improve our AI-assisted finance automations
Coordinate with external accountants
Invoice our clients, keep track of receivables, and issue annual financial forms, such as 1099s, 1042s, etc. 
Manage how Epoch's restricted and unrestricted fund balances are tracked, released, and reported to funders — restricted grants are a core part of our funding structure and this is central to the role
Prepare the allocations and schedules that feed our audited financial statements and Form 990
Produce monthly financial reports and management accounts
Providing financial oversight
Prepare for and coordinate the annual audit: document compilation, schedules, and the day-to-day auditor relationship (owned at the Manager level)
Own our financial SOPs and accounting policy, support internal controls and reconciliations, and build tools to forecast Epoch's financial standing 
Provide support with capital management strategies, with room to take on treasury and investment execution over time
Manage relevant contractors and vendors, including external CPA firms (Manager level)
Evaluate and potentially lead a future migration to more sophisticated accounting software (Manager level)

What we're looking for

• 2 or more years of experience in finance operations roles in a financially complicated non-profit, with multiple legal entities and restrictions on funds, or fast-paced environments such as high-growth start-ups
• Understanding of nonprofit and multi-entity accounting, including restricted funds and GAAP compliance
• Knowledgeable in bookkeeping / accounting, with hands-on QuickBooks experience
• Comfortable taking ownership and operating with high agency
• Comfort with AI tools and automation and enthusiasm for streamlining financial processes
• Advanced knowledge and experience using Excel / Google Sheets
• Highly organized and attentive to detail, yet able to navigate ambiguity and uncertainty
• Interest in and understanding of Epoch AI's mission
• Nice to have: Experience supporting or preparing for a nonprofit audit and Form 990
Additionally, for the Manager level
• 3+ years of relevant experience, including owning recurring close cycles end to end
• Experience working directly with external auditors and managing accounting/bookkeeping providers
• Nice to have: Experience implementing or migrating accounting platforms
If you don’t tick all these boxes but think you would be a great fit, please consider applying anyway!

Compensation & Benefits

Annual salary between $80,000 USD and $120,000 USD for Finance Specialist, $100,000 and $140,000 for Finance Manager, depending on location and experience. 
Salaries are not restricted to USD, and contracts and payments are usually in local currencies. Conversions are based on one-year average exchange rates.
Fully remote environment, including flexible work hours. 
Competitive global benefits program, including a comprehensive health insurance program—including supplemental benefits specific to a local country, as available and mandated by local law—and life insurance and a pension plan, if applicable in your country.
Generous paid time off (PTO), including no specific annual limit, with 30 days PTO per year protected, unlimited personal and sick leave, and 4 months paid parental leave for permanent staff with at least 12 months of tenure (prorated parental leave if less than 12 months). 
A flexible and generous expense policy for you to spend on equipment and a large range of productivity tools or learning/development opportunities, including unlimited spending on AI tools, subject to regulations and manager approval. 
Paid work trips, including 3 staff retreats per year and relevant conferences.
Access to our very well-equipped offices in Berkeley, California, including paid meals, snacks, gym, and more. All staff, independently of where they are based, have access to the office for at least 20 days each year.