Finance and Operations Coordinator

Philadelphia 19102, Pennsylvania

JoB Description

Founded in 1787, by signers of the Declaration of Independence, the Pennsylvania Prison Society is the oldest organization in the country dedicated to ensuring humane prisons and advocating for a rational approach to criminal justice.

Today the Society advocates for systemic policy change, responds to the concerns of inmates and their families, offers a subsidized bus service for Philadelphia families visiting loved ones incarcerated in all regions of Pennsylvania, and assists individuals returning home from incarceration. 

By statute, the Society is Pennsylvania’s only independent correctional oversight organization.  The Society supports volunteers throughout the Commonwealth of Pennsylvania who monitor conditions and respond to inmate requests for help. 


The Prison Society is seeking a detail-oriented, organized, numbers-loving, motivated, and professional Finance and Operations Coordinator.

This position is essential to enabling the Prison Society to advance its mission.  It offers potential for growth, health and dental benefits, generous paid time off, and a collegial, mission-focused work environment.  


Summary of Duties:

  • Billing/contracts receivable
  • Payroll
  • Weekly accounts payable processing
  • Audit preparation
  • Office Operations


Essential Responsibilities:

  • Financial
    • Collect client-level information for preparation of invoices
    • Organize and maintain client files
    • Prepare invoices
    • Prepare and make deposits
    • Organize and maintain accounting files
    • Obtain revenue by verifying transaction information; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments
    • Collect revenue by reminding delinquent accounts
    • Prepare financial reports by collecting, analyzing, and summarizing account information and trends
    • Maintain relationships with government agancies who fund Society programs
    • Provide weekly support to the external bookeeper
    • Manage electronic payment account
    • Process time sheets for hourly staff
    • Prepare for external audit
    • Assist with compilation of the annual 990
  • Human Resources
    • Process payroll per established procedures through Payroll Partner Company
    • Assist with the on boarding of new employees and the employee benefit administration process
  • Information Technology
    • Assist with troubleshooting, phone, information Technology and electronic communication office needs directly or through consultants
    • Consult with IT and phone vendors when needed
  • Building Operations
    • Coordinate and ensure the resolution of building and office maintenance problems/needs through appropriate vendors
    • Communicate with maintenance vendor and order supplies when needed


General responsibilities:

  • Adhere to Society confiedntiality guidelines and ensures the appropriate handling of sensitive information
  • Attend relevant staff and board meetings
  • Complete special projects as directed by the Executive Director
  • Other duties as assigned within the scope of position expectations


Knowledge, Skills, and Abilities:

  • Previous experience in accounts receivable
  • Average knowledge of basic accounting and Finance principles.
  • Experience working with Microsoft Excel
  • Knowledge of electronic communication and data and general office related tools and equipment.
  • Ability to develop and maintain positive relationships with business partners to develop and deliver efficient and effective operational support to the Society
  • Ability to communicate effectively in writing and verbally to clients, business partners, vendors, members of the community, funders, and other stakeholders.
  • Ability to manage multiple tasks by setting priorities, meeting deadlines, and scheduling time efficiently.
  • Basic understanding of computer operations and use a variety of common software programs including Microsoft Office.
  • Ability to organize tasks in an efficient manner and follow-up and follow-through with strong attention to detail in a fast-paced environment.
  • Ability to work with other people through a cooperative effort.
  • Ability to “manage-up”
  • Strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, and the community.



  • Bachelor’s degree preferred, associate’s degree accepted. 
  • At least 1 year of accounting/finance operations experience required, three or more years preferred. 
  • Advanced/expert user of Microsoft Excel. 
  • Possesses basic accounting knowledge, including GAAP, accounts payable, accounts receivable, payroll, reporting and analysis, cash flow, compliance and financial controls required. 
  • Advanced/expert user of QuickBooks and additional data entry programs (e.g. Microsoft Access) preferred.


To Apply: Please send a resume along with a brief cover letter explaining why this position is of interest to you and why you are a fit for the position to [email protected]   Cover letters should be between one-half and one-full page.


The Prison Society is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical​​​ condition, pregnancy, genetic information, gender, sexual orientation, gender identity or ​expression, veteran status, or any other status protected under federal, state, or local law.


Contact: Human Resources

Salary: $35,000-$40,000 depending on experience

E-Mail: [email protected]

From the blog

Who Do You Trust?

Posted by Laura Otten, Ph.D., Director on 20 September 2018, 7:35 am

As we approach the last quarter of the year, the three months when, historically, more dollars come to nonprofits than any other three month period, I’m often asked by reporters and regular folk how to determine if a nonprofit is “donation-worthy.” Unfortunately, our job at proving our worthiness got harder last year, as trust in nonprofits continued to drop.  According to Edelman’s annual Trust Barometer (which was released the beginning of this year), people from around the world are losing trust in government, for-profits, nonprofits, and the media.  In the United States, trust in all of these organizations dropped to 43%. .

Read the full post.
Dinkum Kreischer Miller Laura Solomon Subaru