Finance and Administrative Director

Overview:

The Institute for Conservation Leadership (ICL) is dedicated to building leaders, organizations and collaborative partnerships advancing regional and national environmental and conservation goals. ICL seeks a full-time Finance and Administrative Director to manage the organization’s accounting life cycle and support ICL’s President and staff by providing financial oversight and the administrative backbone for our long-standing and reputable nonprofit organization. The Finance and Administrative Director reports to ICL’s President.

The position proactively leads the efficiency of essential internal support systems – provides hands on full accounting life cycle support, financial and operational management, executive and staff administrative support, and benefits administration -- to keep ICL’s work humming. The Finance and Administrative Director will proactively manage ICL systems, vendors, and activities in a way that integrates program, fundraising, and administrative functions. The Finance and Administrative Director’s ability to lead ICL’s operations and manage the details needed for the organization’s growing financial complexity will contribute to our enduring sustainability and effectiveness.

The Finance and Administrative Director will provide oversight operations and a range of strategy planning and internal initiatives. They will manage current systems of budgeting, financial forecasting, audit activities, payroll, and accounts payable and receivable, and grants and contracts management. They will evaluate systems for future needs.

The ideal candidate will have strong accounting skills and will be proficient at capturing key data and implementing processes that enable and demonstrate the relationship between ICL’s goals and future funding requirements.

Responsibilities:

Financial Management and Support – roughly 25%

• Lead and manage organizational and project budget preparation, budget tracking, and financial reporting.
• Lead the process for financial and administrative details for roughly 30 programmatic contracts per year with nonprofits, government agencies, universities, and foundations.
  • Set up and work with groups to create the records needed for contracts including completing forms, ACH deposit information, and insurance.
  • Execute and manage contracts with programmatic consultants needed for projects and support the preparation of the annual 1099 reports.
  • Process staff expense reports, including managing receipts and expense coding.
  • Prepare, submit and track invoices, and carefully track Accounts Receivable to support healthy cash flow on a month-to-month basis.
  • Support large contract management and timely reporting as needed.
• Lead financial and administrative details for foundation grants, including monthly budget tracking and accurate financial reporting to the foundations, including analysis and active management with project leads.
• Track timesheets and process bi-weekly Payroll, including quarterly reports on leave balances.
• Perform data entry tasks including input and analysis of timesheets, donations, tuition payments, and other financial transactions.
• Prepare cash flow projections on a monthly basis and as needed, including for Board meetings and scenario planning.
• Prepare monthly financial reports and analysis for the Board Finance Committee, and roughly quarterly with the full Board of Directors; Manage the schedule and meetings of the Finance Committee and Board meetings.
• Lead and manage the annual audit and 990 process, including liaising with external auditors and the Finance Committee of the Board of Directors.

Accounting – roughly 25%

• Manage and reconcile accounts, ensuring all transactions are properly recorded in QuickBooks Online.
• Verify accuracy of financial data and reconcile any discrepancies.
• Process month-end close.
• Perform check deposits and create clear income record keeping for electronic ACH payments for contracts and tuition-based programming.
• Develop and maintain accounting policies and procedures.
• Plan, organize, and coordinate the year-end close process including budget and audit support
• Assess and improve internal controls.
• Prepare cashflow analyses and forecasts
• Record and manage requirements outlined in grant and contract documents.

Operational Oversight – roughly 25%

• Proactively manage office operations to adhere to organizational policies and procedures, as well as to identify improvements and efficiencies for all systems.
• Manage relationships with vendors and service providers to provide support for technology, websites, databases, travel, employee benefit programs, printing, and other.
• Project manage fundraising activities across the year, including the fundraising calendar, and production of appeal letters, donor thank you letters, and analysis of giving patterns.
• Complete required federal and state governments and filing with states for updated charity solicitation status.
• Ensure timely maintenance of external public reporting and portals required to maintain the organization’s access to funding (ex. SAM.gov).

Administrative and Facilities Support – roughly 20%

• Provide project management support to program staff, communication efforts, and fundraising as required.
• Organize and schedule meetings, appointments, and travel arrangements for the Board of Directors and for staff as needed.
• Ensure a safe and clean office environment for employees and visitors by managing office equipment, digital and physical record keeping, relationship with office landlord, and supplies.

Benefits and HR – roughly 5%

• Proactively manage employee benefits programs, create efficiencies, and both audit and select the best vendors, brokers, and providers.
• Manage the open enrollment process and assist employees with benefits-related inquiries.
• Complete and process all annual filings.
• Initiate and plan on-boarding and off-boarding processes.
• Handle sensitive and confidential information with discretion.

Requirements:

• A combination of education and relevant experience to complete the responsibilities of the position.
• At least 8 years of experience in accounting, finance, and administrative roles including:
  • At least 5 years of training and experience in nonprofit or small business accounting, managing financial data, tracking income and expense transactions, budgeting, managing contracts, and accounts receivable.
  • At least 5 years of experience in project and office management, managing and improving administrative systems, vendor management, database optimization, and supporting website and communication systems.
  • At least 3 years of experience managing human resource systems and projects, including experience in benefits administration and knowledge of relevant laws and regulations.
• Proven advanced Excel skills, including but not limited to advanced formulas and data visualization.
• A proven track record in problem-solving skills and working with a team to proactively create effective and efficient organizational practices that support program and service delivery.
• Ability to work independently with a high level of accuracy and detail at both the organizational system level and with specific tasks.
• Excellent self-organizing and time management skills, in addition to an ability to manage laterally and to “manage up.”
• Academic and ongoing training in accounting and business administration preferred.
• Proficiency in office software (e.g., MS Office, Quick Books Online, G Suite).
• Comfort with both using and managing others to effectively utilize a variety of CRM, project management, and collaboration software programs.
• Excellent interpersonal communication and relationship-building skills, including strong written and verbal communication.
• Ability to prioritize, negotiate, and be responsive to a variety of internal and external stakeholders.
• Values diversity of thought, backgrounds, and perspectives.

ICL’s benefits package includes subsidized health insurance for employees; disability and life insurance; a 403b plan currently with an employer match; access to a Flexible Spending Account; competitive paid time off (starting 3 weeks of vacation, 15 sick days per year, 11 paid holidays, four Fridays off in July, and a 4 or 5-day winter break in December); paid parental leave; and professional development opportunities.