Manager of Finance & Administration
Reports To: Executive Director
Exemption Status: Exempt Salaried
Salary Range: $85,000 – $100,000
Job Overview: The Manager of Finance & Administration is responsible for managing financial, human resources, and administrative functions. This includes but is not limited to assisting the Executive Director with budget preparation; conducting financial analysis and preparing financial reports; developing and maintaining an effective system of accounting that conforms with Generally Accepted Accounting Principles (GAAP); managing the payroll system; and maintaining accurate financial records for audits. The position is also responsible for the day-to-day operations of Human Resources, which includes responsibilities in functional areas such as compliance, benefits, payroll, and compensation, among other related functions.
Responsibilities and Duties:
Financial Operations - General
- Enters invoices into QuickBooks with applicable coding of accounts, uses classes for tracking different funding sources, and includes project coding for any project tracking
- Reviews employee expense sheets, and prepares for grant entry
- Manages third party contracts and vendor agreements
- Reports biweekly payroll to payroll company; once payroll is completed, calculates for any grant allocations and enters in QuickBooks, transfers 401K deferrals to retirement plan provider
- Routinely audits checking accounts and credit card account transactions
- Reviews monthly credit card statements, prepares for entry into QuickBooks by coding with appropriate accounts and classes, and prepares grant category allocations
- Prepares and sends invoices for project work or registration fees
- Oversees and organizes the collection and maintenance of financial data
- Ensures there is always proper documentation for expenses, money transfers, etc
Financial Operations- Grants & Programs
- Enters invoices for payment into QuickBooks, using classes for tracking different funding sources
- Prepares drawdowns as needed (monthly or quarterly), using QuickBooks for gathering financial data
- Tracks financial drawdowns for budgeting purposes
- Gathers proper documentation for each expense, and submits documentation with drawdowns as required
- Ensures compliance with grant requirements and procedures
- Completes monthly reconciliation of Innovation Fund financials with Innovation Fund Manager
Financial Operations - Misc.
- Prepares budget reports and reviews monthly with Executive Director
- Downloads and files bank statements monthly, sends to Executive Director and appropriate parties with any notes
- During annual Single Audit, primary organization resource providing auditors with requested information, documentation, and responses to questions
General Operations
Board of Directors: prepares the financials for the quarterly board meetings, attends board meetings, takes minutes of the board meetings (AI)
Human Resources
- 401K: sends payroll data quarterly to 401K third party administrator for employer match calculation
- Review reports
- Health insurance: tracks annual health insurance costs, sends various communications to enrollees, reviews and completes annual enrollment, tracks COBRA enrollees
- Calculates and files annual reconciliations and invoices for disability and paid family leave
- Tracks staff salary and reviews, calculates annual compensation
- Orientation (compliance, I9, W2, records retention)
- Maintains 401K and health insurance documents
Risk Management
Identify financial risks and develop mitigation strategies.
Establish and maintain internal controls to safeguard assets and ensure data accuracy
Other projects as assigned.
Qualifications:
EDUCATION, EXPERIENCE AND SKILLS REQUIRED
- Bachelor’s degree in accounting or other related program
- Certification or other Professional designation (CPA) required
- Minimum five years’ related experience in non-profit/university/grant funded
- High degree of proficiency in use of computers, Microsoft Office, Salesforce, and QuickBooks or related accounting programs
- Ability to translate complex information into understandable and usable language/terminology
- Excellent social skills and people skills are essential
- HIPAA Certification desired
This job description is provided for informational purposes only and is subject to revision as organization needs require.
LANGUAGE SKILLS
Must be able to speak, read, write, and understand the primary language(s) used in the workplace. Ability to read, analyze, and interpret general business information, including but not limited to Organization policies and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as percentages, tax / accounting data, etc.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to lift a minimum of 25 pounds with or without assistance on an occasional to frequent basis.
- Ability to spend up to 100% of work time sitting or standing or moving about all areas within the office / building. Physical activities include but are not limited to bending, stooping, lifting, climbing, carrying, walking and/or reaching on a frequent basis.
- Proper lifting and safety techniques required.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hybrid office work environment: for the most part a typical office environment.
Occasional domestic travel requiring overnight stay.
Weekly Work Schedule:
Monday – Friday, 9:00 AM – 5:30 PM
