Finance Manager

Position Summary

Winnakee Land Trust (WLT) seeks a team player with accounting experience, preferably in the non-profit sector, to lead WLT’s accounting and finance operations. The WLT Finance Manager will work in partnership with the Executive Director and the Director of Administration. This full-time, year-round position oversees WLT's accounting operations, financial activity, records, and reporting. 

Essential Job Functions:

Bookkeeping/Financial Management

Financial Record Keeping: Maintain accurate and up-to-date financial records using QuickBooks Online.  Record and classify financial transactions, including income, expenses, and other financial activities, in accordance with accounting principles and nonprofit regulations. Track all assets and dispositions of WLT property. Maintain Fixed Asset Inventory List for capitalization and depreciation.

Accounts Payable and Receivable: Manage all aspects of day-to-day bookkeeping and accounting, including but not limited to accounts payable, accounts receivable, payroll, journal entries, and bank reconciliation in accordance with Generally Accepted Accounting Principles (GAAP). Process invoices, payments, and receipts. Process and review all invoices and pay all invoices in a timely manner, including employee expense reimbursement forms. Prepare checks and manage staff P-Card accounts; verify payment accuracy and maintain vendor relationships. 

Budget Management: Assist in developing and monitoring the organization’s budget. Track income and expenses against the budget and report regularly to the management team or relevant stakeholders. Support the Executive Director in developing and analyzing the annual organization budget. Support Program Managers in developing grant proposal budgets.

Financial Reporting: Prepare monthly and quarterly financial reports, such as statements of activity, statements of financial position, statements of cash flow, and statements of functional expenses. Generate financial reports regularly for internal analysis and external reporting requirements.

Grant Compliance: Ensure compliance with grant financial requirements by accurately tracking and documenting expenditures, preparing financial reports, and providing supporting documentation as needed.

Donor Management: Maintain accurate financial records of donor contributions and pledges. Communicate pertinent information to development staff to support the generation of acknowledgments and receipts for donations and assist with donor reporting and communication as required.

Audit and Compliance: Coordinate with outside Auditors in preparation for year-end audits, IRS 990s, and CHAR 500 filings. Provide necessary documentation and support to ensure compliance with nonprofit regulations and accounting standards. Serve as staff liaison to the audit and compliance committee of the board and provide general support to board-related activities, as required.

Financial Policies and Procedures: Help develop and maintain financial policies and procedures that promote sound financial management practices and internal controls. Serve as staff liaison to the finance committee of the board and provide general support to board-related activities, as required. Maintain accounting procedures and policies and internal control systems to ensure the integrity of all financial systems.

Other: Be a key interface with banks and investment institutions and be responsible for cash management (e.g., anticipating cash needs and transferring funds to ensure sufficient cash is available at all times). Perform non-routine tasks requiring strong judgment and initiative. Ensure discretion, confidentiality, and security in the execution of all duties.

Office Management

• Serve as the point person for office manager duties, including ensuring office coverage during general business hours, answering phones, and managing office leases, supplies, equipment, and contracts with office vendors and service providers.
• Assist in creating an office environment conducive to collaborative work.  
• Maintain calendar for renewal of contracts with vendors and service providers and annual registrations and filings, including registration of WLT with the Land Trust Alliance and
• filing for tax exemption for lands owned by WLT and payment of taxes on selected lands.
• Ensure all insurance policies, government registrations, and organizational memberships are renewed on time.  
• Maintain required records, files, documents, and archives in accordance with the WLT Records Policy.
• Pickup and process mail.
• Provide administrative and logistical support for programs, events, and fundraising initiatives. 

Minimum Qualifications

• Proven experience in bookkeeping or accounting, preferably within a nonprofit organization.
• Strong QuickBooks skills, including all normal accounting transactions and GL management, including moderately complex journal entries, budgeting, and reporting.
• Strong understanding of nonprofit accounting principles, regulations, and compliance requirements.
• Excellent communication and relationship-building skills with an ability to prioritize,
• negotiate, and work with various stakeholders.
• Excellent organizational skills, attention to detail, and problem-solving are critical skills for success in this role.
• Ability to perform job duties with a high degree of self-direction and with minimal supervision.
• Personal qualities of integrity, credibility, and a commitment to maintaining confidentiality
• Advanced Microsoft Office skills (Word, Excel, PowerPoint)
• Adaptability and openness to evolving job description as the organization grows. 
• A willingness to work outside the position’s prime focus and collaborate with staff on other organizational priorities. 

Preferred Qualifications: 

• Bachelor’s degree in accounting, Business Administration, or Finance from an accredited institution.
• Experience going through a non-profit financial audit.
• Experience reporting on state and/or federal grants is a plus.
• Notary Public is a plus.