Job Description

Position:

Director of Finance & Operations

Department

: Administration

Reports to:

Executive Director

Category:

Fulltime; Exempt

Supervises:

Museum Accountant and Swing Shop

Salary:

$75,000-$85,000/Annually

Job Purpose:

Finance

Oversee and lead annual budgeting and planning process in conjunction with the ED; monitor progress and keep senior leadership team abreast of the organization's financial status. Manage organizational cash flow and forecasting. Supervise Administration and Operations staff to ensure timely and accurate bookkeeping, bank deposits, receivables, and payables. Provide overall financial oversight and monitoring, including development and implementation of sound fiscal management practices and internal controls. Manage and oversee monthly accounting processes, including bookkeeping, payroll management, invoicing, and financial tracking of restricted grants. In this capacity, manage relationships with key external vendors, including outsourced bookkeeping firm. Negotiate, prepare, and monitor vendor and consultant contracts. Perform all balance sheet reconciliations (bank accounts, investments, prepaids, deposits, accruals, depreciation, etc.) and prepare month-end close. Analyze and present financial reports in an accurate and timely manner; develop financial reporting materials for all donor segments and oversee all financial, project/program and grants accounting. Prepare all grant budgets and grant budget variance or other fiscal reports for donors. Coordinate and lead the annual audit process; liaise with external auditors and the finance committee of the board of directors. Oversee tax preparation and filing. Update and implement all necessary business policies and accounting practices; improve the finance department's overall policy and procedure manual. Provide staff support to the finance committee on the Board of Directors.

Human Resources

Process payroll and ensure tax filings completed by third-party payroll company. Assist with Benefits Administration, onboarding, and off-boarding. Work closely and transparently with all external partners, including third-party vendors and consultants.

Operations, Technology, & Systems

Oversee management and maintenance of all office systems and facilities to ensure effective, high quality work environment and efficient, daily operations of physical plant and equipment. Develop and oversee document retention policies and manage disposal of records. Develop and oversee risk assessment and emergency planning policies and procedures. Oversee organizational insurance policies and ensure organization is adequately covered. Ensure emergency and security policies and procedures are understood and followed, including cyber-security procedures. Oversee outsourced, cloud-based IT partner to ensure ongoing maintenance and quality of IT systems and infrastructure and to monitor performance against contract. Manage and track organizational needs for computer hardware and software, procuring new equipment as needed. Collaborate with ED to ensure successful implementation, and ongoing management, of Altru platform for client data tracking and volunteer/donor management. Oversee management of retail store including staffing, training, merchandising, and ecommerce solutions.

Performance Factors and Necessary Skills:

Excellent leadership and organizational abilities Excellent verbal and written communication skills. Thorough understanding of business administration, management, and business forecasting strategies and techniques. Must be highly ethical with a high level of integrity; self-motivated; dependable and reliable; detailed oriented; able to interface easily with staff, other senior management personnel and funding sources. Excellent interpersonal and negotiation skills. Excellent organizational skills and attention to detail. Strong analytical and problem-solving skills. Proficient with Microsoft Office Suite or related software.

Adaptability & Change Management:

Adapts to changing business needs, conditions, and work responsibilities and works with a variety of situations, individuals, groups, and varying customer needs.

Communication & Cooperation:

Optimizes communication across departments with staff and throughout the organization for collaboration and efficient processes.

Judgement & Decision Making:

Makes timely, informed decisions that considers the facts, goals, constraints, and risks.

Goal & Objective Setting:

Ensures joint ownership of goal setting, commitments, and accomplishments.
Defining tasks and milestones to achieve objectives, while ensuring the optimal use of resources to achieve those objectives.

Diversity Orientation:

Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence.

Working Conditions

Prolonged periods sitting at a desk and working on a computer. Must be able to navigate various departments of the organization's physical premises. May on occasion by exposed to loud sounds and distracting noise levels, office equipment, and shared workspaces.

Qualifications and Requirements

Finance degree in Accounting, Business Administration, or related fields preferred. Minimum of 5-10 years' experience working in finance, an operations role, project management, or leadership capacity. Proven ability to work in an ambiguous environment; strong problem solving and troubleshooting skills, and a superior critical thinker.

This job description is not intended to be an exhaustive list of all duties, responsibilities, skills, efforts or working conditions or qualifications associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise or to require that other or different tasks be performed when circumstances change, for example, emergencies, changes in personnel, workload, or technological breakdowns in departments.