746 Panmure Road
Responsible for the financial operations of the Art Center and its physical plant, the Finance & Facilities Manager supports the executive director and staff, and serves as liaison to multiple board committees. This is a full-time exempt position.
The staff at the Center is a small but mighty group of forward-thinking, team players, who are working together to serve our community and advance our mission. Hard-work, enthusiasm, curiosity, and a willingness to learn are attributes we hope to find in our next DFO. We foster an open and inclusive environment where all staff members are encouraged to think creatively, fail wisely, and feel empowered to share new ideas.
Essential Duties and Responsibilities
70% Financial management
Manage the financial operations including: budgeting, accounts payable and receivable, general ledger and financial reporting in accordance with general accepted accounting principles, audit prep and support, and internal policies and procedures. Develop and interpret accounting reports for management and the board.
- Record, deposit and manage all aspects of revenue, including reconciliations within accounting software and between CRM and accounting software (i.e. payment for classes, camp sessions, trips, lectures, special events, other Center activities, Donations, merchandise purchases, etc)
- Accounts Payable- review coding/process all invoices
- Process in-house check requests, refunds
- Reconcile and code monthly credit card bills
- Notify vendors of invoice discrepancies
- Issue payments for received invoices
- Accounts Receivable
- Perform follow-ups for returned items, declined credit transactions, and work with development team to ensure timely receipt of grants receivable
- Post all above transactions in accounting software
- Prepare all monthly bank reconciliations of operating, investing and savings accounts
- Make approved transfers between accounts
- Banking: prepare and make routine banking deposits
- Review all checks for accuracy, total items, prepare deposit slips
- Maintain cash disbursements
- Keep track of petty cash purchases and reimbursements
- Prepare monthly financial statements for the executive director and the finance committee, review all general ledger accounts monthly and help the executive director monitor and identify problems for all fiscal management goals
- Prepare cash flow reports
- Maintain records of quasi-endowment and restricted funds and report these to the executive director and Finance Committee on a regular basis
- Establish a plan and schedule for the preparation of the annual budget and capital facilities expenses; manage cash flow projections.
- Work with the executive director and finance committee to prepare the long range financial plan and annual financial plans to complement it
- Act as audit liason to provide requested schedules and evidence to the auditor
- Work with the development team to develop grant budgets, reconcile reports for proposals and reports to funders with center's accounts
- Work with the development team to prepare the work paper for the auditor.
25% Facilities management
- Proactively manage facilities staff, monitor work to ensure completion of necessary maintenance and repairs, provide training where necessary, and regularly meet to provide on-going performance review
- Build and maintain relationships with outside consultants so as to facilitate the on-going needs of the organization
- Review and advise on all contractual matters of the Center
- Create and maintain appropriate administrative and financial systems to ensure appropriate risk mitigation, internal controls, compliance with GAAP/FASB, and timely and accurate transfer of information among staff and Board
- Ensure that the Art Center’s personnel policies support its programs and that the Center’s actions regarding hiring, compensation, training, promotion and separation conform to state and federal requirements
- Update employment handbooks as needed with the executive director
- Perform annual performance reviews for direct reports
5% Other duties as assigned
- Participate in events and exhibitions execution as a staff member
- Direct campus maintenance and activities including garden days and overall capital facilities planning
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits include 100% paid health, dental, and vision insurance; 401(k) matching retirement plan; long-term disability coverage and paid time off. Staff members are also encouraged to take one class per semester free of charge and receive 10% off all art purchases. The Center is closed between Christmas and New Years Day.
Level of Language Proficiency
Minimum Education Required
How To Apply
Please email cover letter, resume, references and salary requirements to DFOjob@mainlineart.org. Applications without all required documents will not be considered. No phone calls please