Union County Performing Arts Center Hiring for Finance Manager Job at Rahway, NJ Full Time

The Finance Manager is responsible for all financial administration, bookkeeping and accounting, and human resources functions involved in the day-to-day operations of the theatre. This full-time exempt position reports to the Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Financial Administration
• Processes all earned and contributed revenue:
• Responsible for maintaining records of Accounts Receivable and where appropriate, ongoing collection activities associated with receipt of payment.
• Coordinate box office reconciliations for ticket sales, merchandise sales, gift certificates and donations with Box Office Manager.
• Coordinate house reconciliations for concessions and merchandise sales with House Manager.
• Prepare and oversee reconciliations for theatre rentals; ensures that Due to Renters Funds are reconciled and segregated.
• Ensure accurate records and availability of petty cash and opening cash (box office, concession and merchandise).
• Maintain records for all barter-based arrangements.
• Processes all expenses:
• Maintain Accounts Payable records;
• Where appropriate, provide prior spending approval and validate vendor invoices with staff management responsible for the expense.
• prepare payments to vendors for Board Officer or Executive Director signatures and subsequently makes payments.
• Support Executive Director in the preparation of strategic plans and operating budgets as well as any financial proformas or analyses that may be required from time to time.
• Coordinate all financial relationships including merchant card services, bank accounts, insurance vendors, investment accounts (when applicable) and outstanding loans.
• Prepare all regular and specially requested Financial Projections, including monthly cash flow; reviews cash flow, projections and position with Executive Director and Board Finance Committee.
• Reconcile all Financial Statements on a timely basis.
• Coordinate timely preparation of annual financial Audit with auditors. Coordinate review of and finalization of audit with Board Finance Committee.
• Review of all budget and financial information for grant requests, contracts and reporting.

• Payroll Administration
• Administer all payroll functions including distribution of new hire packages (W4 and I9), collection and verification of time sheets (where appropriate), reporting of payroll information to payroll service, reconciliation/verification of payroll information (including payroll taxes, employee benefits and salary), distribution of paychecks.
• Administer employee benefit packages including health, 403(b) plan, as well as government required taxes, worker’s compensation, state unemployment/disability insurance:
• For new employees, disseminate information on available benefits and provides support in completing any forms, etc. required for benefit initiation.
• For existing employees, coordinate and process all changes to coverages and maintains current records on employees for carriers
• For terminated employees, coordinate employee benefit needs post-employment including all COBRA notifications, etc.
• Periodically perform/coordinate audit on benefits to ensure appropriate coverages, correctness of information and pricing competitiveness. Provide information updates as requested by carriers.

• Headliner, Renters, and Co-promoters
• Responsible for financial coordination associated with performers, renters, and co-promoters.
• Where appropriate ensure segregation of funds for performers and renters and maintain ongoing reconciliation.
• Prior to the shows UCPAC is presenting or co-presenting, develop preliminary reconciliation for the event in coordination with Box Office, Marketing and House.
• Draft, negotiate and complete final reconciliation with tour managers, promoters, co-promoters, and renters. Consult with Executive Director as appropriate.
• Facilities and Office Management
• Coordinate relationships with vendors that provide office support, including copy machine vendor, IT vendor(s), telecommunications vendors, etc. Where appropriate ensure coverage by maintenance contracts.
• Coordinate requests for technical and house vendors with Technical Director and House Manager. Review subsequent invoices for accuracy.
• Maintain effective office supply inventory and order supplies as necessary/appropriate.

• Human Resources
  • Responsible for all administrative aspects of UCPAC’s human resources functions, including tracking of vacation and sick days for all employees and maintenance/upkeep of employee files.
  • File employee information report with the State of New Jersey and Workforce Report with the Bureau of Labor Statistics.

• Other Duties
  • Additional duties as assigned by Executive Director.
  • Approve schedules and hours with Executive Director.
  • Attend regular staff meetings held by Executive Director.

QUALIFICATIONS

• Strong knowledge of finance and accounting functions.
• Strong computer proficiency, especially with MS-Word, MS-Excel, and Quick Books.
• Ability to establish and maintain effective working relationships with staff, vendors and customers.
• Excellent communication (both verbal and written) skills.
• Present a professional, neat and organized appearance with a pleasant attitude.

SALARY/BENEFITS: Salary range is $60-65,000 and includes a competitive benefits and vacation package.

Interested candidates should send a cover letter and resume in PDF format.

ABOUT UCPAC

The Union County Performing Arts Center (UCPAC) is a 501(c)(3) nonprofit organization located in Rahway, NJ and serving both the community of Union County and the state of New Jersey. UCPAC provides quality programming and performances that strive to be educational, affordable, and enrich the arts within our diverse communities. With four performance spaces-the UCPAC Main Stage, Hamilton Stage, The Fazioli Room, and the Loft at UCPAC—we are dedicated providing 5-star service to our patrons, renters and performers while making Rahway, New Jersey a hub for the performing arts.

UCPAC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, age, sex, religion, national origin, disability, marital status, or any other characteristic protected by law.

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