Director of Finance & Administration

TITLE: Director of Finance & Administration

DEPARTMENT: Administration

REPORTS TO: Deputy CEO

SALARY: $90,000 - 100,000 annually

HOURS: Full time - Exempt

START DATE: May 28, 2024

Heart of Los Angeles (HOLA) helps young people overcome barriers through exceptional, free, integrated programs and personalized guidance in a trusted, nurturing environment. 

Our core values are: Respect, Responsibility, Support, Positive Communication, and Inclusion.

ABOUT HEART OF LOS ANGELES

Heart of Los Angeles gives underserved kids an equal chance to succeed through a comprehensive array of after school academic, arts, athletics, music, and wellness programs. Serving more than 3,000 youth in the Westlake, Central, and South LA areas each year, 90% of Heart of LA's elementary school students perform at or above grade level, and more than 95% of Heart of LA's high school seniors graduate and go on to post-secondary education.  Heart of LA exclusively serves youth who would otherwise not have access to quality education and wellness resources, and our programs are offered at no cost to the families who we serve.  Our success is founded on safe environments, nurtured by a no-wrong-door approach, amplified by world-renowned partners, and perpetuated by students who become productive, caring, and responsible citizens.

POSITION SUMMARY

The Director of Finance and Administration oversees Heart of LA’s business relationships, finances, facilities, and information technology to ensure they are managed in a manner that is efficient, effective, and--most importantly--aligned with Heart of LA’s mission and core values of respect, responsibility, support, positive communication, and inclusion.  We are seeking an administrator with a multi-faceted skill set who can apply top-notch finance and management skills in a small business environment with a focus on cultivating and sustaining an organization that is equitable and inclusive in all aspects.  The ideal candidate has strong analytical skills, experience with (nonprofit) accounting, is willing to learn and adapt to Heart of LA’s existing infrastructure, and an eye for system development and improvement. This person is a self-starter, flexible, has a high level of integrity, and is action- and goal-oriented in a fast-paced, team-oriented, collaborative environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Oversee finance in consultation with the Deputy CEO, including budgeting, financial forecasting, monthly reporting, cash flow, the annual audit, and the supervision of the Account Manager 
• Provide financial analysis and reports to the executive team, program directors and staff, and Board of Directors
• Promote regulatory compliance, monitor internal controls, and participate in the ongoing maintenance and development of accounting policies, procedures, and system changes to ensure correct application of Generally Accepted Accounting Principles
• Oversee the maintenance of all financial documents to ensure they are in good order and in accordance with best practices
• Manage bank and investment accounts, review and manage cash flow, and deposit all incoming checks in a timely manner; act as an authorized signer for bank accounts and initiate electronic payments 
• Develop and maintain relationships with business bankers, brokers, and others
• Manage relationships and reporting for the organization’s New Market Tax Credit financing
• Prepare organizational budgets and lead the budget process
• Regularly audit the monthly financial close process, including ensuring all costs incurred are properly recorded, reviewing journal entries, account balance reconciliations and report preparation
• Work with Accounts Manager and Grants team to set up, maintain, analyze and keep in compliance all temporarily restricted funds and endowments
• Serve as the primary liaison for the annual audit and tax returns
• Staff the Board of Directors’ Finance, Investment, and Audit Committees, including report preparation, scheduling, and meeting facilitation
• Lead the business and office administration activities of the organization
• Negotiate, oversee, and be responsible for business contracts including but not exclusive to: insurance, leases, vendor relationships, year-end filings
• Supervise the Office Coordinator and ensure the appropriate management by that role of handling the mail, maintenance of administrative files, and management of office equipment and supplies, and support requests
• Purchase supplies and equipment as needed; establish new vendor accounts; negotiate costs and conditions with vendors 
• Lead decision making related to earned income opportunities stemming from third-party entities who are “renting” spaces on HOLA’s campus, and coordinate or delegate project management as needed
• Oversee facilities with the Deputy CEO in consultation with the Operations Director
• Help oversee the creation of plans, budgets, and schedules to ensure HOLA’s physical assets, including buildings, furniture, and property are appropriately maintained and managed
• Recommend annual investments in fixed assets for the organization
• Collaborate with HOLA’s IT Consultant to oversee the information technology needs of the organization
• Serve as the primary contact for HOLA’s Information Technology consultant and ensure the organization's needs are met by that relationship
• Review and approve technology investments recommended by IT consultant and Office Coordinator as needed
• Oversee the purchasing of new technology as needed
• Support HOLA’s Human Resources department with financial functions
• Collaborate with the Deputy CEO and HR Manager to develop, recommend, and implement personnel policies and procedures
• Annually review and analyze the compensation program with the Deputy CEO and HR Manager
• Approve payroll on a semi-monthly basis in collaboration with the HR Manager; regularly review payroll and tax filing records for awareness and accuracy 
• Audit human resources budget on a timely basis to assure hours and salaries are adhering to organizational budget
• Build and maintain strong relationships with key members of Heart of LA’s constituent groups including staff, Board, volunteers, donors, service recipients, and partners
• Other relevant duties as assigned

MINIMUM QUALIFICATIONS

• Bachelor's Degree in accounting or equivalent required
• 5 years related experience, nonprofit experience preferred
• Demonstrated ability to manage across different teams and groups
• Ability to maintain accountability and ensure effectiveness with minimal direction and supervision
• Acts ethically, responsibly, and with utmost integrity
• Maintains highest standards of conduct and comportment
• Treats employees, donors, staff and youth with respect
• Sets personal standards of behavior that serve as a model to others
• Ability to communicate effectively, orally, and in writing
• Proficiency in Google Suite, Microsoft Office, QuickBooks, QuickBooks non-profit accounting
• Highly organized and solution-oriented
• Must pass CA DOJ background check

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.

VACCINATION POLICY

Heart of Los Angeles requires its employees to be fully vaccinated against COVID-19, subject to certain exemptions as required by law. New hires working at Heart of Los Angeles must be fully vaccinated no later than 60 days after hire and submit to additional masking and social distancing requirements. Please contact Heart of Los Angeles Human Resources Department for a copy of the vaccination policy.

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; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The building environment does not provide air conditioning and heat in all areas. Outdoor work is expected in some cases.

COMPENSATION:

• This is a full time, exempt position
• Salary is $90,000 - $100,000 annually
• 403(b) employer contribution
• Medical, Dental, Vision, and Life Insurance Benefits
• Vacation, Sick and Personal Holiday Benefits