Humane Society of Chittenden County Looking for Director Of Finance & Administration at South Burlington, VT, United States Full Time

Job Description

POSITION SUMMARY
The Director of Finance & Administration is a member of the senior management team responsible for managing and coordinating administrative, financial, human resource, and Information Technology functions. S/he will have the overall financial management responsibility including creating monthly, quarterly and annual financial reports and metrics for the CEO, and Board of Directors, overseeing budgeting, forecasting, cash flow, payroll and taxes, as well as accounts receivable and payable. S/he will be aware of the relationship between the organization’s strategic goals and the earned revenue and fundraising needs. S/he coordinates general troubleshooting, upgrades and upkeep and/or repair of all computer hardware, software, printing, copying equipment and telephone system. S/he is also responsible for directing and planning group benefits programs (group health, dental and vision, short- and long-term disability, retirement, workers’ compensation, etc.) and assists the President & CEO with board and committee organizational functions. Oversees one support staff.*
ESSENTIAL FUNCTIONS*
Accounting

• Ensure organizational policies, procedures, and established internal controls are followed in the financial operations of the HSCC
• Maintain general ledger, including integration of accounts receivable, accounts payable, payroll, cash receipts, disbursements and reconciliations and maintain financial records in accordance with GAAP and state and federal regulations, and the HSCC record retention policy.
• Monitor and control petty cash
• Maintains Account Signers report and Bank Reconciliation report
• Provides timely preparation of monthly financial statements and bank reconciliations
• Analyze and present financial reports in an accurate and timely manner and in accordance with Board & Finance committee reporting requirements; collate financial reporting materials for all donor segments; oversee all financial project/program and grants accounting
• Review and prepare all invoices; appropriate documentation, coding, and approval prior to payment
• Oversee and lead annual budgeting and planning process in conjunction with the President & CEO; administer and review all financial plans and budgets with appropriate staff; prepare projections and monitor progress; keep CEO abreast of HSCC’s financial status at any given time
• Prepare annual contracts and monthly invoices for animal intakes from animal control officers, police, and municipal authorities
• Work with President & CEO and with external auditors to assess any necessary policy or procedure changes
• Assist with completion of monthly, quarterly, and annual bookkeeping requirements, including reconciliations, journal entries, tax payments, etc
• Review short and long term goals considering existing and projected financial resources available.
• Lead annual organizational budgeting process, working with management staff, program leaders, and department heads, to develop budget for board approval.
• Oversee and assist with necessary preparations for and execution of annual audit/review (completed by external auditor) and 990 tax return (completed by CPA).
• Review QuickBooks chart of accounts and class lists regularly to ensure they are adequate to meet organizational needs for financial accuracy and ease of financial information access.
• Monitor investment account statements and bring any large shifts in return, new deposits, or other transactions of note to President & CEO’s attention.
• Work with department managers to ensure all staff adhere to proper purchasing and cash control policies and make suggestions for improvement as needed.

Human Resources and Administration

• Onboarding of new staff to ensure understanding/compliance of HSCC HR policies; completion of federal, state and internal HSCC forms, DOL reporting, enrollment in elected insurance programs, etc.
• Oversight of compensation and benefits administration.
• Collect timesheets and submit bi-weekly payroll; serve as primary contact for PayData; track and ensure accuracy of CTO usage
• Direct and plan day-to-day operations of group benefits programs (group health, dental, vision short- and long-term disability, retirement, workers’ compensation, etc.
• Work with President & CEO to maintain personnel records in accordance with state and federal guidelines, as well as the HSCC record retention policy (including I-9’s, timesheets, payroll registers, health information).
• Oversee general administrative functions to ensure efficient and consistent operations
• Work closely with President & CEO on annual vendor contract review and approval.
• Troubleshoot, maintain, and provide support for computer hardware, software, printers/copiers, and phones according to management plan
• Maintain inventory and place orders for basic administrative supplies
• Assist President & CEO with board of directors and committee meeting preparation
• Help facilitate the organization’s insurance policies and renewal dates, including health, property, and liability. Work with the Finance Committee and Board to investigate and make recommendations as to insurance updates and costs prior to annual renewal.
• Manage and assist with internal technology support requests.
• Participate in Senior Leadership meetings and actively look for ways to help departments become more efficient as it relates to their budgets or financial processes.
• Other duties as assigned

KNOWLEDGE, SKILLS & PERSONAL QUALITIES

• Broad financial and operations management experience, preferably in a non-profit setting
• Experience working with external auditors, compliance, and regulatory oversight
• Commitment to results; ‘can-do” mindset; outstanding problem-solving ability
• Strong motivational and staff leadership abilities
• Excellent analytical, communication and presentation skills
• Integrity and personal sense of accountability
• Self-motivated and ability to organize and manage diverse duties and projects, set realistic deadlines, and independently manage task timelines while remaining flexible under pressure
• Demonstrated experience managing restricted giving and planned giving financial programs and tracking
• Excellent interpersonal and intercultural communication skills
• Excellent written communication, research, and organizational skills
• Strong computer skills and experience with QuickBooks, Microsoft Office Suite (365), Bloomerang donor management software, Bamboo HR preferred and ability to learn new programs quickly

REQUIRED EDUCATION

• Bachelor’s degree minimum, advanced degree in business or accounting preferred

REQUIRED EXPERIENCE

• Accounting and budget development: 5+ years
• Human Resources: 3+ years
• Payroll and benefits management: 3+ years

Job Type: Full-time