Director of Finance & Operations

Job Type

Full Time

Published

08/06/2018

Application Deadline

08/21/2018

Address

746 Panmure Road
Haverford
PA
19041
United States

Description

Our Culture

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.


Position Summary

Responsible for the financial operations of the Art Center, its physical plant, HR and IT functions. In addition the DFO supports the executive director and staff, and serves as liaison to multiple board committees. 

 

Essential Duties and Responsibilities 

60% Financial management

 

Manage the financial operations including: budgeting, payroll, 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
  • Process Payroll-Bi-weekly
  • Prepare staff payroll, ensure proper crediting to direct deposit accounts, review and submit reimbursements and keep track of proper credits and deductions. Journalize payroll and attending obligations
  • 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
  • Provide for the securing of an annual audit and work with the audit team – provide requested schedules for the annual audit. 
  • Work with the development director to develop grant budgets, reconcile development reports for grant proposals and reports to funders with business office accounts
  • Work with the development director on lists required by the auditors including pledges received and outstanding pledges, and restricted net assets.

 

20% 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 facilities and HR consultants so as to facilitate the on-going needs of the organization
  • Liaise with outside technology consultants to ensure systems/network optimization
  • 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
  • Manage employee benefits programs and ensure compliance with all applicable laws
  • Provide employees information regarding benefit programs and methods by which employees may take advantage of such programs; file claims as appropriate
  • 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

 

15% Technology management

  • Reconcile Canvas registration database with accounting software
  • Ensure that all data is properly entered into registration systems with corresponding payment amounts and types and applied to appropriate accounts
  • Manage technology planning and implementation including the adoption of new technologies and assessment of existing technologies
  • Desktop support
  • Troubleshoot PCs, monitors, printers, copiers
  • Provide desktop users with applications support
  • Troubleshoot network and hardware components with Microserve Group

 

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

 

Qualifications

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.

 

Education/Experience

Bachelor’s degree and at least five years management-level experience in finance for a non-profit organization of comparable size to the Art Center.

 

Computer Skills

Qualified candidates should possess advanced knowledge of MS Office suite and intermediate experience using CRM software. 

 

Certificates and Licenses

Driver’s license

 

Supervisory Responsibilities

Directly supervises two employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


Other

Main Line Art Center is an equal opportunity employer and considers all candidates for employment regardless of race, color, religious affiliation or lack thereof, gender, age, national origin, disability, marital status, sexual orientation, political affiliation or parental status. Diverse candidates strongly encouraged to apply.

Benefits

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

English

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

DFOjob@mainlineart.org

Please email cover letter, resume, references and salary requirements to DFOjob@mainlineart.org. No phone calls please.  


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