Director of Finance & Administration

Director of Finance and Administration

Position summary:

To provide Earthplace with financial and administrative oversight of day-to-day operations, including human resources and facilities management.  This is a full-time exempt position, reporting to the Executive Director that requires the ability to consider issues broadly and the willingness to work cooperatively with operating leadership and staff. The Director supervises an accounting associate, and facilities personnel.

Organization Background

Earthplace was founded in 1958 as a Youth Museum and Nature Center, one of the first of its kind in America. Its founders were primarily conservationists with a keen understanding of the role humans play in protecting nature and the environment.  The 62-acre sanctuary, animal exhibits, and nature-based education programs are community treasures in what is now a densely populated suburban environment. Our nature-based preschool is one of the oldest in the country and has been at the forefront of nature-based education since 1967. Our environmental science research group, Harbor Watch, has been collecting and publishing water quality data for over 36 years.

Earthplace is a local hub for nature discovery and environmental learning whose purpose is to build passion and respect for the natural world. Our programs blend science, nature conservation, and education into pathways for experiencing and learning: for young children we use discovery and fun to build awareness and connection to the outdoors; for school age youth we promote learning through science and understanding of the role humans play in our ecosystems; and for all ages we encourage individual growth and actions that can lead to a more sustainable community.

Job Responsibilities:

Financial Management

• Develop and manage the annual budget in collaboration with Executive Director, Senior Leadership Team, and Board of Trustees Finance committee.
• Conduct regular financial analysis to track performance against budget, monthly and year end forecasts, and cash flow management and reporting.
• Oversee the financial aspects of grant proposals, ensuring compliance with donor requirements.
• Work closely with department managers to track and report on grant expenditures
• Prepare financial reports for grantors and assist with grant audits as needed
• Prepare departmental financials and quarterly financial statements for the Board
• Prepare interim quarterly financial statements for public/grant applications
• Monitor cash flow and liquidity to ensure the organization's ability to meet financial obligations
• Analyze revenue and expense variances and make recommendations
• Manage annual financial audit & oversee timely filing of corporate tax returns
• Manage credit card processing, bank accounts & reconcile accounts monthly
• Manage asset capitalization; depreciation tracking; and temporarily restricted net assets
• Oversee 1099 filing and compliance
• Track investment account activity
• Provide training and support to staff on financial policies and procedures
• Purchasing management for office, program, & custodial supplies including vendor selection
• Manage corporate insurance including property & liability; umbrella; boat; & executive risk 

Human Resource Management:

• Administer bi-weekly payroll (ADP)
• Serve as a trusted advisor to employees and management on HR-related issues
• Address employee concerns, conflicts, and disciplinary matters in a fair and consistent manner
• Promote a positive and inclusive workplace culture through effective communication and employee engagement initiatives
• Manage the end-to-end recruitment process, including job postings, candidate sourcing, interviewing, and onboarding
• Manage employee insurance and other benefits
• Collaborate with hiring managers to identify staffing needs and ensure timely and quality hires
• Prepare annual workers compensation audit
• Create hire letters and job descriptions for all employees as required
• Oversee timely quarterly and annual payroll tax returns including W-2 distribution

Facilities Management:

• Implement and promote sustainable practices within facilities to minimize environmental impact
• Conduct regular inspections to identify and address maintenance issues promptly
• Coordinate with external contractors and service providers for repairs and preventive maintenance
• Establish and enforce safety protocols to ensure a secure and hazard-free working environment
• Develop and manage the facilities budget, ensuring cost-effective operations
• Identify opportunities for cost savings and efficiencies in facility-related expenses
• Oversee the performance of third-party contractors and ensure service level agreements are met
• Collaborate with internal departments to understand their facility needs and address concerns
• Maintain open communication channels with staff to address facility-related issues

Job Requirements:  Bachelor’s Degree; accounting degree strongly preferred. Minimum of five years’ experience in business management, including supervisory responsibility.  The ideal candidate will have non-profit financial expertise and QuickBooks experience, and the ability to research, negotiate, and manage contracts with material and service providers.  The position requires strong communication and HR skills, the ability to work as a team, and impeccable ethics and references.