Finance/Office Manager

Job Type

Full Time

Published

09/25/2018

Application Deadline

10/19/2018

Address

29350 Maple Avenue
Trappe
Maryland
21673
United States

Description

JOB DESCRIPTION: Finance/Office Manager                                                       


Habitat for Humanity Choptank is seeking a full-time Office Manager responsible for General Finance and Accounting, QuickBooks, Annual Audit, Human Resources and Office Administration. Specifically, s/he will be expected to:


General Finance and Accounting

  • Perform the daily operations of all accounting functions, general ledger, accounts payable, bank deposits and payroll
  • Maintain process for collecting and filing invoices and expense receipts
  • Adhere to the Finance Policy Manual, financial procedures and Investment Policies; ensure appropriate financial controls exist, ensure compliance with laws, regulations and contracts
  • Assist with house closings including provide RESPA escrow calculations and set up new accounts online with Multi-Financial Services
  • Perform financial analysis of special programs (e.g. home costs, mortgage sales, Flex CAP, etc.)
  • Monitor monthly results and conduct financial analysis, tracking expenses and income against budget to monitor performance and cash flow
  • Prepare for, facilitate and manage the annual audit; coordinating with internal staff and external auditors and run reports as required
  • Work with Treasurer in preparation of monthly financials for presentation to Finance Committee and Board 
  • Work with staff to prepare annual budget and review revenue and expenses with Executive Director to ensure all items are properly coded/ categorized within QuickBooks
  • Manage AP/AR processes and procedures; recommending sound processes for tracking of grant funds and restricted funds
  • Maintain accurate, gift in kind records in Quick Books and include in monthly financial statements
  • Prepare timely, accurate and comprehensive monthly and annual financial statements for the affiliate and the ReStore, providing activity reports, budget to actual comparisons and other reports to continuously monitor the affiliate’s financial performance


Human Resources

  • Process new hire paperwork and staff documents necessary for employment and compensation
  • Manage payroll process (currently use QuickBooks); prepare and reconcile quarterly payroll reports
  • Track paid time off and manage benefit administration for staff members
  • Maintain employee handbook and update annually as needed
  • Provide tax documents necessary for employee tax filings and 1099 reporting
  • Maintain employee files and required employee documentation in locked personnel files with access available to OM and ED only
  • Maintain staff training spreadsheet and schedule staff for annual CPR training
  • Keep emergency contact list for employees
  • Update Labor Law signs as needed for office and ReStore
  • New Hires - Conduct employee new hire orientation as well as manage all onboarding processes including: ordering name tag and business cards, updating emergency contact list, employee training via Lockton safety quizzes, Employee Handbook review, inventory of office equipment and distribution of keys
  • Meet with ReStore management quarterly to ensure all truck drivers are up to date on their records keeping insurance cards and registrations updated for all company vehicles and to review key financial policies and procedures in accordance with handbook


Office/Administrative Responsibilities

  • Organize and maintain all general business files and permanent office files
  • Handle paperwork re: new signers on bank accounts with addition of new board members/officers
  • Manage process for insurance renewals, maintenance of files, keeping insurance company updated on lot acquisition, building progress and house closings
  • Order/purchase office supplies as needed within budget guidelines
  • Manage office equipment and maintenance contracts, maintain records/inventory of office equipment, act as point of contact to resolve IT, phone or internet problems
  • Ensure mail pick up weekly
  • Ensure bills are coded by appropriate department and signed by appropriate supervisor
  • Run weekly server backup
  • Maintain a clean, well-organized and professional work place, arranging for maintenance as needed via landlord and office cleaning, as needed


Requirements:

  • Must be goal-driven, results-oriented and team player committed to the organization’s strategic plan and efforts to expand the Habitat mission in Dorchester and Talbot counties
  • Bachelor’s degree and 5-7 years’ experience in accounting, budgeting, control and reporting processes with experience in evaluating financial information and making actionable recommendations
  • Must be proficient in Quickbooks and Excel
  • Self-motivated individual with the ability to function both independently and as a team member
  • Excellent project management and organizational skills, ability to multi-task when faced with competing deadlines and priorities with timely and consistent attention to detail and follow up
  • Excellent oral and written communications and interpersonal skills with the ability to manage sensitive and confidential material with integrity
  • Demonstrated ability to effectively utilize Microsoft Word, Excel, and Quick Books
  • Maintain a consistent professional image through dress, actions, and relationships with others, modeling Christian principles and Habitat values


Hours: Full - Time 8:30 – 5:00pm (with some evenings and weekends required)

Compensation: Commensurate with experience

Reports to: Executive Director


Organization Description:

Habitat Choptank, an independent affiliate of Habitat for Humanity International, works in partnership with God and all people to transform communities and the lives of qualifying families in Dorchester and Talbot counties by building simple, decent and affordable homes. Since 1992, the nonprofit has built or rehabbed over 76 homes in partnership with local working individuals and families. These homes are purchased by qualifying, low-income buyers with affordable mortgages empowering them and their families to build stability, strength and self-reliance in their community. 




Level of Language Proficiency

English

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

director@habitatchoptank.org
http://www.habitatchoptank.org

Please send resume and cover letter to director@habitatchoptank.org.




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