Greater Miami Youth Symphony of Dade County Looking for Finance Manager at Miami, FL, United States Full Time

Job Description

Overview: The Greater Miami Youth Symphony is seeking a financial, professional Finance Manager who is responsible for maintaining our non-profit organization’s financial accounts and records. Duties will include checking accounting records for accuracy, tracking invoices and payments, pursuing past due payments, assisting with grant writing / reporting and maintaining a system for organizing company documents.

Full Time – 40 Hours Per Week Compensation – Salaried / Contingent on Experience / Health Insurance Provided

The ideal candidate has a mix of formal education, certifications, and real-world experience. Math skills are arguably the most important, but they must also have:

• An eye for detail and accurate data entry skills
• The ability to prioritize projects and meet deadlines
• The ability to communicate complex data in a clear way
• Exceptional organizational skills
• Exceptional writing skills
• Customer service skills
• Payroll accounting skills
• Expertise in QuickBooks, Microsoft Office (Excel, Word) and other similar software
• Music background is an added benefit, but not required

Duties and Responsibilities: The Finance Manager’s most important duty will be to track and manage financial data. The person in this role will not interpret financial data but instead be focused more on creating and maintaining records. The specific duties and responsibilities are as follows:

• QuickBooks o Receivables (Customers)

? Proactive collection of receivables including but not limited to tuition, ticket sales, merchandise and donations

? Maintain student database – enter student & parent information (name, address, email, phone) for invoicing

? Create student invoices, receive and apply payments, arrange payment plans, calculate interest charges, print/mail statements

? Process all receivables (Square, PayPal, checks, cash) and post accordingly

? Prepare, make and record bank deposits

? Process payments at events and performances o Payables (Vendors)

? Receive/enter bills, obtain approvals and check requests, print checks

? Obtain check signatures (two for >$500), arrange for pickup or mailing (personally take to USPS facility for mailing)

? Prepare annual 1099’s for subcontracted personnel

• Financial transaction reporting/tracking o Maintain receipts and backup documentation for items listed on bank statements o Provide list of accrued expenses (i.e. teacher invoices) and receivables (i.e. previous month’s reimbursement amount from primary grant provider) o Maintain petty cash (record transactions in receipt book, disburse payments, create monthly Excel, prepare check request and check) o Organize financial reports detailing grant expenditures to date o Fact-check accounting data and notify senior staff of any errors
• Grants o The Children’s Trust (two grants – school year and summer)

? Review budgets to ensure compliance with monthly reimbursement requests (payroll allocation per employee, expense category details)

? Do monthly TCT reimbursement reports (enter payroll and expenses, scan and upload support documentation), forward to ED for approval

? Make corrections as requested, liaison with TCT Contract Manager as needed o Other grants

? Track expenses

? Provide expense summary and backup documentation (individual copies of invoices and cleared checks from bank statements) for quarterly, semi-annual, annual reports

? Conducting grant research for new funders

? Assist with writing grants and grant reporting including budgets and narratives

• Annual Audit / 990 o Receive and review auditor want list with Treasurer (i.e. list of current board, confirmation letters to grantors with summary of funds received, updated process and procedures, copies of bank statements/reconciliations and TCT reimbursements) o Complete tasks and upload documentation into auditor dropbox o Retrieve, scan and upload support documentation for auditor test selections (i.e. sample tuition receivables, teacher/office staff payments) o Form 990 (annual tax return) – review individual worksheet tabs and update accordingly, submit to Treasurer, upload to auditor dropbox
• Summer Camp o Liaison with teachers re: bi-weekly invoicing and check pickup/mailing o Biweekly processing of invoices and checks, tracking via Excel for multiple grants o Budget planning with ED and Director of Marketing and Program Management o Maintain copies of receipts, scan all invoices and checks individually (to be attached to each detail entry on TCT reimbursement)
• Staff/HR o Provide invoice templates and obtain W-9’s for subcontracted personnel o Background checks o Process biweekly payroll o Maintain binder of payroll reports and staff invoices
• Concerts o Be flexible to work weekend hours as needed o Handle all ticket sales transactions or donations as part of the event o Assist staff with other concert logistics
• Other duties as assigned by the Executive Director