Finance & Operations Officer

JOB TITLE Finance and Operations Officer

START DATE TBD

START SALARY: 55-65K depending on experience; this is an exempt role

REPORTS TO: ADFA (Associate Director of Finance and Administration)

JOB OVERVIEW

FairVote is hoping to recruit a Finance and Operations Officer to manage a variety of FairVote’s financial, accounting, and general operational tasks. In addition, the Finance and Operations Officer will support the ADFA and Operations Manager with compliance, development, operational and administrative tasks. The ideal candidate will have a strong background in accounting or finance, excellent attention to detail, a proactive, can-do attitude, a willingness to learn and enjoy working with others. They will be self-motivated, organized, and eager to join our passionate, impact-driven team.

During the COVID-19 pandemic, FairVote has moved to a remote work setting. Whilst limited resources and a monthly stipend may be provided to cover some of the operational expenses, the applicant is required to have available a basic remote work set-up, which includes a stable internet connection. Meetings and check-ins will take place using virtual meeting apps (Zoom, Google hangout) which require a functioning phone or computer/laptop.

RESPONSIBILITIES AND DUTIES

Finance 75%

Accounting 35%

•  Assists with month-end closing including month-end reconciliation of assigned balance sheet accounts, while providing detailed analyses and explanations of all transactions. 
• Reconciles bank accounts and prepares related journal entries. 
• Performs standard month-end and year-end close journal entries by maintaining records and files. 
• Updates and maintains vendor databases including confirming payment instructions. Reviews and processes annual 1099 forms and completes internal 1099 analysis. 
• Process invoices and deposits in Intacct and Bill.com (formerly QB), including liaising with vendors and suppliers to verify and receive pertinent payment and tax information and ensuring timely payment of consultants and contractors 
• Assist ADFA with drafting vendor and supplier contracts, routing for execution, and filing in appropriate folders
• Assist with processing and documentation of (larger) grants and restricted donations including grant management/monitoring expenditure (spending down) of grants and financial reporting on allocation of grant money
• Assist with running monthly reports, and managing Journal Entries in Intacct
• Manage FairVote’s corporate credit cards including making sure relevant documentation is tracked down, verified and uploaded for credit card (Brex) expenses online

 Annual Budget and Reforecast Preparation 10%

• Assist ADFA in drafting, consolidating and uploading annual budgets and reforecasts into the accounting system (Intacct).
• Serve as the point of contact for questions and troubleshooting for Department Heads during annual budgeting period.

Payroll, Audit and compliance 30%

• Responsible for running semi-monthly payroll and/or running reports out of payroll system to help with payroll processing and compliance
• Reviews staff timesheets and expense reimbursements to ensure accuracy and that deadlines are met. 
• Reimbursement request validation and processing, which includes that reimbursement requests meet the established guidelines and policies
• Assist ADFA in Payroll/unemployment State filing issues and Paid Family and Medical leave issues, tax payments and compliance
• Assist with the annual audit and other compliance issues as they arise.

Strategic

Draft, maintain and update manuals, guidelines and policies concerning the organization’s financial structure and policies (training instructions regarding SageIntacct and Bill.com, procurement policy, reimbursement policy, payment policy, Operations Management Manual insofar as accounting/finance/payroll are concerned, etc.)

Operations general 25%

Equipment and inventory management

• Manage phone system, set up users using the Comcast online interface, occasionally check online voicemail inboxes, answer and route incoming phone calls and voicemail messages
• Oversee inventory control, ensure appropriate supplies, including business cards, are ordered, available, and are cost effective, and invoices are processed in a timely manner
• Other duties as assigned.

Facility management (upon return to office)

• Manage daily administrative operations of the front office and other common areas including the kitchen; assist with office space improvements
• Receive and seat of office visitors, prepare conference rooms for meetings
• Manage incoming and outgoing postal mail, packages and deliveries 
• Other duties as assigned

Digital management

• Monitor, forward on and respond to FairVote’s various email inboxes (admin@ etc.)
• Other Operational tasks as assigned on an ad-hoc basis