The Director of Finance is responsible for the oversight and management of the Finance department. Working with the Chief Executive Officer and the Senior Director of Operations, the Director of Finance provides leadership for financial strategies, including strategic planning, and represents accounting/finance at Board of Director's meetings, including Finance, Investment and Audit committees. This position is a tactical and strategic role, and will be a valued member of the senior management team who works directly with program leadership. Additionally, responsible for all segments of the general accounting and cost accounting functions/systems, including accounting controls; preparation of financial statements and reports to all funders; budget development; financial forecasting; contract management and compliance; fiscal monitoring; oversight of financial audits and tax return preparation. This position is also responsible for maintaining accounting records in accordance with generally accepted accounting principles and in conformity to non-profit accounting and in compliance with the agency and government regulations.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
- Prepares an allocation schedule for grant and program reporting purposes on a monthly basis.
- Enters monthly allocation entries, by program or grant, for reporting purposes.
- Oversees and works in collaboration with the Accounting Manager to ensure G/L accounts are reconciled and monthly schedules are updated for the month end and/or quarter closings.
- Ensures that a timely monthly and/or quarterly close results in accurate financial reporting for the organization. Must work in collaboration with the Accounting Manager.
- Manages donor-restricted and unrestricted funds (temporarily-restricted release), applying the appropriate revenue recognition rules, and with respect to the period.
- Generates monthly financial statements and financial reporting for the Finance Committee and Board of Directors, in a timely and accurate manner.
- Collaborates with Senior Director of Operations, Grants and Contracts Analysis and Program Directors on grant/contract tracking and costs, invoicing, closeouts, budgets, funder reports, and budget requirements.
- Works with Accounting Manager to ensure that payroll is processed accurately and charged to the appropriate departments and/or programs.
- Works with Chief Executive Officer and/or Senior Director of Operations to prepare annual operating budget and to accurately reflect approved budget in monthly financial reports.
- Responsible for establishing and maintaining accounting procedures that are in accordance with GAAP and ensuring that all of the YWCA of San Gabriel Valley Program's financial assets are safeguarded from misuse or theft by staff or clients.
- Prepares bi-monthly financial statements including analysis of significant budget variances and significant changes in assets or liabilities.
- Prepares monthly and annual reconciliation of all balance sheet accounts as required.
- Prepares the FORM 990, and ensures compliance with granting agencies and with federal, state and local laws, regulations and practices, in collaboration with the Chief Executive Officer and Senior Director of Operations.
- Maintains an accurate cost-allocation system for direct, shared, and indirect expenses.
- Maintains the general ledger, including non-profit fund balances.
- Generates/oversees the preparation of journal entries on a monthly and annual basis.
- Oversees the system for tracking and reporting donor contributions.
- Works directly with the Chief Executive Officer and Senior Director of Operations in the annual budget process, both in preparation and revision.
- Assumes responsibility for the integrity of non-profit accounting.
- Oversees the annual external audit/review and special projects; including preparation of the “audit binder,” complete with back-up schedules for all major financial statement line items; and maintain ongoing communication with audit firm.
- Prepares variety of schedules, forecasts, analyses, and reports including investments.
- Maintains financial and administrative policies and procedures, conducting periodic reviews and proposing updates as needed.
- Serves on the YWCA San Gabriel Valley Finance and Audit committees and others as assigned.
- Ensures compliance with funding contract requirements and understands the application to contract.
- Familiarity with OMB A-122 and Federal Audits. Familiarity with MIP/SAGE Software preferred.
- Collaborates with YWCASGV staff to provide external stakeholders (auditors, government entities, funders, etc.) accurate reports and documentation.
- Maintains knowledge of current payroll regulations, including labor and tax laws.
- Corresponds with federal, state, and local tax and government agencies on behalf of the agency.
- Researches and resolves employee and/or system problems.
- Serves as the backup (alternate) to the Accounting Manager.
- Maintains confidentiality of payroll intel and data, including all related agency and employee files.
- Establishes and maintains a positive working relationship with all YWCA SGV’s employees, vendors, consultants, and board members.
- Follows the YWCA SGV ‘s mission to eliminate racism, empower women, and promote peace, justice, freedom, and dignity for all.
- Assists the Chief Executive Office and Senior Director of Operations with special projects and performs other duties as assigned.
The incumbent supervises the Accounting Manager.
Minimum Qualifications (Knowledge, Skills, and Abilities)
- BA’s degree in Business Administration, Finance, Accounting or equivalent.
- 7 Years accounting experience.
- Experience managing, coaching, and supervising a diverse staff.
- Current California driver’s license and a driving record acceptable to the agency’s insurance carrier.
- Strong oral, written and presentation skills. Experience making presentations to the Board of Directors, Finance Committees, and at venue such as professional conferences are desirable.
- Ability to work as part of a team as well as independently with minimal supervision.
· Ability to develop, initiate, implement and evaluate complex projects from inception to completion with accuracy and attention to detail.
- Project management experience and the ability to develop, initiate, implement and evaluate complex projects from inception to completion with accuracy and attention to detail.
- Ability to communicate accounting information to non-accountants.
- Ability to work well with people from diverse backgrounds and a commitment to diversity, equity, and inclusion.
- Mature leadership skills, self-awareness, and emotional intelligence.
- Skilled at working with multiple deadlines, handling confidential and time-sensitive materials.
- High integrity and ability to maintain confidentiality
- Experience with nonprofit organizations, and managing a high volume of public and private grants and contracts.
- The ability to type 50 WPM accurately; proficient in use of 10-key and other office equipment; intermediate computer skills including experience with Microsoft Office products, including but not limited to Word, Excel, and Outlook; ability to learn and use the PC hardware and software
- Proficient in English grammar and spelling with excellent oral and written communications
- Willingness to attend training seminars and meetings outside normal working hours
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.