Brazos Valley Food Bank, Inc Looking for Finance Director at Bryan, TX Full Time

Finance Director Job Description

Facility: Brazos Valley Food Bank (BVFB) Position: Full-time (exempt)

Position Title: Finance Director Department Name: Finance

Reports To: Executive Director

** Remote Work/Telecommuting for some of the time/some of the responsibilities may be considered for the right candidate

Job Summary of the Finance Director:

The Finance Director oversees the Finance Department, which includes the key functions of accurate and proper accounting of all organizational revenue and expenses. In addition to reviewing the accounting work of the Financial Specialist, the Finance Director is responsible for monitoring the budget, ensuring proper financial controls, forecasting, providing financial support across the organization, reconciliations, deposits and payroll. The Finance Director will set and support the culture of this department, displaying passion and optimism for the work, providing vision and inspiration to peers and subordinates, and exemplifying core BVFB values. Department culture should emphasize fiscal integrity, as well as cross department collaboration and transparency, while also ensuring compliance, a healthy harmonious work environment, innovation grounded in research/technology, and equity, diversity and inclusion towards the best outcomes for people facing hunger. The Finance Director supervisors the Finance Specialist and reports to the Executive Director.

Strategic Operations
_ Overarching Values for this Work _

• Integrity
• Transparency
• Timeliness
• Accountability

Tasks

• Ensure fiscal budget is monitored and maintained, and that proper financial controls are followed
• Provide budget check-ins with managers and directors across departments at least every six months
• Provide financial support (data, reports, and/or advice) to Executive Director, Board of

Directors, other directors, and senior management as needed

• Ensure financial records are appropriately documented and comprehensive; implement document-management processes to create efficiencies and appropriate tracking within the organization
• Choose the right accounting software and ensure that it is setup and appropriate controls are in place to provide efficiency of use and reporting across the organization
• Ensure legal & regulatory compliance and reporting is satisfied on a timely basis
• Ensure BVFB Financial Policies & Procedures are adhered to and regularly reviewed/updated by the Finance Committee of the Board of Directors

• Proactively assist BVFB in adhering to GAAP, auditor recommendations, and donor restrictions
• Address any fiscal management issues timely with Executive Director and/or Board Treasurer

Individual Focus

Daily/Weekly Tasks

• Review and approval of accounts payable entries and coding, check and Automatic Clearing House

(ACH) preparation for bill payment, coordination of check signing by Executive Director and Board of Director members

• Review and approval of accounts receivable posting, deposit entries and coding, completion of bank deposits
• Regular review of bank accounts and cash flow

Monthly Tasks

• Review and submission of biweekly payroll to payroll processing service, monitoring of paid time off accruals and balances
• Review of accounts receivable aging and activity, monitoring of Food Distribution Partner Agency balances
• Reconciliation of bank accounts, review of reconciliations of credit card statements, and third-party payment processors (Stripe and PayPal)
• Creation, review, and posting of monthly adjusting entries for Food Inventory values
• Regular review of restricted funds tracking for income and expenses
• Provide needed information to contracted CPA to develop monthly financial compilation reports for

Executive Director, Board of Directors, and public

• Send monthly compilations to Board of Director Treasurer and Board President in advance of board meeting for review, with commentary and explanations
• Create financial reimbursement reports for required funding contracts

Yearly Tasks

• Preparation of annual budget with assistance from other Directors and Executive Director; presentation of compiled budget to Board of Directors
• Create and post year-end adjustments, including inventory value roll-forward, payroll accruals, and grants receivable schedules
• Work with payroll service and/or contracted CPA to ensure the timely creation and distribution of annual tax forms for employees and contractors
• Be primary point-of-contact for annual, independent audit and coordinate accounting and development teams’ responses to requests for items o Compile various schedules and provide supporting documentation for items on the

Provided-by-Client (PBC) list given by the auditors, including net assets roll-forward and restricted funds tracking, food inventory value reports/reconciliations, the Schedule of Expenditure of Federal Awards (SEFA) o Provide information to independent auditors for completion and filing of BVFB’s annual form 990 o Complete Federal Clearinghouse Data Collection Form process__
**

Department Focus

Department Goals

• With Finance Department team (and all available data and dialogue with the Programs, Operations and Development Departments), setting the annual operational goals for Accounting, keeping people facing hunger as the focus of these goals

• Empowering the Finance Department team to frame those goals into action items (tasks, activities) to achieve those goals
• Ensuring clarity around person responsible, timelines, etc.

• Ensuring staff performance assessments are in line with annual department goals assigned
• Routinely assessing progress on those goals and charting new courses of action, when needed

Inter-Departmental Coordination

• Participate in interdepartmental work groups to create systems and processes that interact and work well with other systems and for all staff involved o Ensure that regular Manager-level cross department discussions/meetings are occurring, facilitating if needed, especially around grants, special event and third party fundraisers
• Chair Strategic Planning Committees, as assigned

Staff Support
Training and supervising staff, work plan and goal development oversight, as well as tracking and measuring staff performance.

• Regularly scheduled one-on-one meetings with the Finance Specialist
• Oversee all training requirements of supervised personnel are met, up to date, and documented
• Coaching, goal setting, professional development, performance reviews, etc.
• Recommend training and conference opportunities for growth for direct reports.
• Instill in direct reports the importance of the highest customer service, and implementing training around this
• Oversees updates to and execution of written Standard Operating Procedures (SOP)s for each staff position in the Finance Department
• With direct reports, assist with job description updating, selecting interviewees, interviewing, hiring and training of new staff when required, including onboarding
• Manage disciplinary issues with direct reports, including documentation and if needed, termination

Department Improvement/Expansion

• Utilizing all available internal and external quantitative and qualitative data around gaps and/or unmet needs, oversees the development and implementation of new strategies/processes to address the need o Research model solutions within and outside of the food banking networks o Pull together appropriate staff and resources and setting realistic timelines o Establishes data tracking processes, guidelines, forms, etc. o Develop and implement evaluative measures

Administrative Cost Centers

• With Executive Director, develop annual expenses for Management & General (Administration) cost center
• Review all bids, quotes & proposals for relevant work and negotiate all contracts for Finance

Department

Compliance, Audits/Monitoring Visits, and Reporting

• Translates technical information from contracts into accessible, usable policies and procedures for direct reports and colleagues
• Ensures that BVFBs programs/strategies adhere to contractual obligations, when applicable
• Be Point-of-Contact and coordinate the Finance Teams as appropriate on the collection and presentation of requested information o Submit paperwork in a timely fashion
• Answer questions truthfully and in a timely fashion
• Ensure corrections/implementation of needed changes occurs in a timely fashion
• Ensure all required department reports are completed and submitted on time
• Review reports to analyze trends, needs, etc.

Evaluation: Ensure that evaluation (process, satisfaction and outcome) is occurring across the Finance Department

• Regularly review the data, observing trends, fluctuations, etc.
• Work with direct reports to adapt services, processes to ideas and gaps illuminated by evaluation findings and data
• Work towards the ability to report aggregate data on a regular basis to the Executive Director and/or Board of Directors

Use of Technology

• Ensure that technology that is available (and/or assessed and explored) is best used to enhance efficiency, etc.

Use of Volunteers: (where appropriate)

• With direct reports, identifying and communicating volunteer needs, training and supervision
• Developing written job descriptions, including skills and education needed to fulfill the job

Public Relations/Marketing

• When delegated by the Executive Director, speaks publicly in a wide variety of environments about

BVFB and how they address hunger in the Brazos Valley

• Organizes and presents information and responds to questions from groups, donors, partners, volunteers, managers, clients and the public
• Review and approve all marketing and education materials related to Finance, including social media
• Oversee website content management and maintenance for annual audit, 990, Charity Navigator rating

Other

• Follow all BVFB written Policies & Procedures
• Get approval from the Executive Director in advance of any unbudgeted financial expenditures
• Attend and come prepared for all 1:1 sessions with the Executive Director
• Attend and actively participate in All Staff Quarterly scheduled staff meetings
• Attend and actively participate in all Director Meetings
• Communicate effectively, appropriately and in a timely fashion with the Executive Director
• Engage with and participate in relevant Feeding America (FA) opportunities
• Serve as the BVFB representative with Feeding Texas (FT) committees/work groups/trainings representing Finance
• Represent Finance or assign a designee with public/media relationships and tour
• Planning for and controlling/managing change
• Keep empowerment of people facing hunger, as well as equity, diversity and inclusion in mind with all that you do
• Discuss all ideas and changes that have political ramifications with the Executive Director before acting
• Assist in BVFB disaster related efforts
• Other duties as assigned and needed

Qualifications**

Educational

• Accounting degree required
• CPA preferred

Professional

Finance:

• Minimum of 3-5 years of bookkeeping/accounting experience (preferably with a non-profit organization)
• Finance analysis and reporting required
• Experience fiscally managing government grants
• Experience developing an organization-wide budget, utilizing input from various departments o Past experience tracking expenses for grants and/or restricted funding, including developing reimbursement reports o Experience supervising a bookkeeper a plus

Soft Skills:

• Highly responsive, conscientious and professional with BVFB staff, Board and existing and potential BVFB constituents
• Superior organizational, analytical and project management skills coupled with the ability to learn quickly, create and analyze alternative solutions, and make recommendations
• Ability to set priorities, identify goals and plan effectively
• Proven coaching/managerial experience (3-5 years minimum)
• Highly motivated, with a proven capacity to take initiative
• Ability to see the larger strategic path while understanding the details and facts
• Ability to juggle multiple projects with attention to detail and accuracy while adhering to deadlines in a high-energy, fast-paced environment
• Able to work independently, yet proven ability to collaborate with other staff/other departments/diverse range of people to complete tasks
• Ability to work in an evolving environment with the utmost integrity, objectivity, fairness and transparency o Ability to communicate procedures across the organization in an open and effective way
• Ability to explain concepts in basic, compelling, and precise terms
• Integrity and understanding of confidentiality necessary
• Must be ethical, exercise good judgement and discretion
• Experience developing and implementing evaluation processes, as well as policies and procedures
• Knowledge of government safety net programs
• Ability to extract and analyze data; create charts and graphics
• Understanding of office procedures/management
• Must be a lifelong learner, interested in learning more about model practices and industry standards and how to apply them

Computer/Technical Skills

• Proficiency in accounting software in a past position required. QuickBooks and/or MIP Accounting a plus.
• Proficiency in Microsoft Office, in particular Excel and its full range of functions
• Proficiency using email (Outlook) and web-based tools
• Experience with other non-profit management tools a plus (donor databases, inventory management systems)
• Experience using video conferencing tools, such as Teams, Zoom and other

Other

• Passion for the mission of feeding people
• Must be able to give and accept constructive criticism
• Must be able to pass criminal background check
• Possible overnight stays for conferences/trainings

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMODATION

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry up to 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Conditions may include working inside, working outside, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
• Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, and automobile.

Job Type: Full-time

Pay: $62,000.00 – $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Supplemental Pay:

• Bonus pay

COVID-19 considerations:
Indoor mask requirement lifted 3/7/22. Could be reinstated at any time, depending on COVID19 transmission community levels.

Application Question(s):

• Do you have experience Directing a Department?
• Do you have experience collaborating across organizational Departments?

Education:

• Bachelor’s (Preferred)

Experience:

• Finance & Accounting: 3 years (Required)
• Supervising: 2 years (Required)
• Restricted Funds Tracking: 1 year (Required)
• MicroSoft Office Excel: 1 year (Required)
• Budget development: 1 year (Required)
• Non-profit accounting: 1 year (Preferred)
• Contract fiscal administration: 1 year (Preferred)
• Financial analysis: 1 year (Required)

Work Location: One location