The Director of Finance and Administration is a hands-on business manager and a strategic thoughtpartner of the Executive Director and the Board of Directors, leading and developing the organization’s financial operations and administrative functions. Areas of responsibility include financial management,
risk management, and operations with a focus on human resources, facilities, and information technology. S/he/they play(s) a critical role as a member of the leadership team in strategic decision making as Cope continues to enhance its quality programming, build capacity, and grow its diversity, equity, and inclusion practices.
The Successful Candidate will be:
• Competent – Solid accounting skills and background and practical experience in the operations of a business and/or nonprofit, yet a strategic thinker with a big-picture mentality
• Committed – Passionate about the mission of the organization and understands the realities of the nonprofit sector
• Communicative – Able to speak in non-financial language, can translate and teach financial literacy, relates well to the board of directors and multiple stakeholders, and is a strong writer and communicator
• Creative – Flexible, thinks outside the box, figures out how to say “yes” and make things possible
• Inclusive – Creates a work environment where all employees are encouraged and supported to be authentic, to contribute, and to achieve their goals.
PRIMARY RESPONSIBILITIES: FINANCE
• Lead all accounting functions, including detailed cost allocations in support of contract requirements
• Ensure the preparation and approval of annual financial statements in accordance with Generally Accepted Accounting Principles
• Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements
• Effectively communicate and present the critical financial matters to the board of directors; work hand-in-hand with the Executive Director and Board Treasurer for strategic thoughtpartnership
• Develop and manage Cope’s budgets with current projections and multi-year forecasting, analysis of changes/fluctuations of budgets to asses budget impacts and need for adjustment, and oversight, fiscal management, and analysis of the Cope’s operating funds and contract and grant budgets
• Develop and oversee cost allocation methodology
• Work with program director and managers to distribute budget responsibility across programs while promoting an organization-wide understanding of Cope Family Center’s financial health and implications for mission success
• Oversee contracts management and financial management/reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirement
• Collate financial reporting materials for all donor segments, grants accounting, and prepare or assist with budgets and other financial materials in support of Grant and RFP requests
• Provide Actual vs. Budget monthly reports and additional analyses for all Leadership Team members. Meet with them monthly to answer questions and provide additional information as requested
• Communicate with Executive Director to identify gaps in revenue, collaborate in stop-gap measures
• Update and implement all necessary business policies and accounting practices; improve the
finance department’s overall policy and procedure manual as necessary
• Ensure the timely completion of the external audit and IRS Form 990 and prepare quarterly and annual payroll tax returns
• Coordinate and lead the annual audit process, liaise with external auditors and the finance committee of the board of directors; assess any changes necessary
• Supervise Staff Accountants.
PRIMARY RESPONSIBILITIES: ADMINISTRATION
• Oversee administrative functions as well as facilities to ensure efficient, safe, and consistent operations
• Oversee the management of the telecommunications (IT) infrastructure, including hardware, software, and networking in both physical and virtual environments
• Oversee the organization’s human resources administration, including employee benefits administration such as medical insurance and 401k retirement fund
• Oversee employee education regarding staff tools, policies and procedures
• Work closely and transparently with all external partners including third-party vendors and consultants and negotiate contracts and agreements
• Develop and manage administrative budgets
• Manage the organization’s confidentiality policies and document retention practices
• Monitor operating expenses
• Supervise Office Manager
• Collaborate with Director of Program and Culture and HR Strategist and escalate issues as they arise.
• Responsible for the administration of the organization’s insurance programs; includes obtaining commercial coverage for general liability, property, social services professional liability, Directors and Officers, EPLI, and cyber safety
• Evaluate exposures for risk and make recommendations to the Executive Director and Board
• Manage Workers' Compensation insurance and coordinate claims administration
• Manage and coordinate with claims administrator for liability claims
• Provide indemnification and insurance requirements for agreements and contracts
• Review certificates of coverage for temporary event applications
• Ensure compliance with Labor Law in all policies and procedures
• Review contracts, check for accuracy and compliance, and assure liability has been addressed
• Ensure the organization’s compliance with applicable health, building, zoning, and safety requirements.
Other tasks as assigned.
• Non-judgmental, objective, reflective, empathic, patient, and tactful with the ability to recognize his/her/their own strengths and weaknesses and engage in ongoing personal and professional development—this is required for a good fit within our organizational culture
• Personal qualities of integrity, credibility, and dedication to the mission of Cope
• Experience working in ethnically, linguistically and socio-economically diverse communities strongly preferred
• Minimum of a Bachelor Degree in Business Administration, Accounting, or a related field; ideally
with an MBA/CPA or related degree
• At least 7-10 years of overall professional experience; ideally 6+ years of broad financial and operations management experience in the nonprofit sector
• Thorough knowledge of general accounting principles and Financial Accounting Standards Board rulings
• Proven experience of final responsibility for the quality and content of all financial data, reporting and audit coordination for an organization or at least significant division with a keen eye for detail required
• Ability to translate financial concepts to – and to effectively collaborate with – programmatic and fundraising colleagues who do not necessarily have finance backgrounds
• Oversight of the business administration of an organization with demonstrated working knowledge of policies and procedures in the following areas required:
o human resource management
o contract and grant management
o purchasing and equipment management
o risk management, and
o space management
• Equipment and Software Knowledge
o Accounting software required; Abila/MIP Fund Accounting experience strongly preferred
o Microsoft Office 365, with focus on Outlook, Word, & Excel required
o Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors
• Superior organizational, decision-making and action planning skills, which include analyzing information, practices, procedures, and situations to generate alternatives and formulate logical and objective performance against it
• A multi-tasker with the ability to wear many hats in a fast-paced environment
• Must have own mode of transportation and possess a valid CA driver’s license and auto insurance
• Must pass DOJ and FBI fingerprinting and background check.
NOTICE: This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under his/her/their supervision. The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.
Compensation: Competitive director-level compensation, commensurate with experience; full-time, 40 hoursper week, salaried, exempt
Benefits: Partial Medical Insurance; paid Holidays; Immediate Vacation- and Sick Time accrual; CellPhone Stipend; 401k Matching after qualifying period
Please apply via email to: Susanne Deiss-Costanzo, Director of Operations and Human Resources
email@example.com | Subject line: Director of Finance and Administration.
APPLICATIONS DUE Friday, April 16, 2021.
IMPORTANT! We will only consider inquiries complete with CURRENT RESUME and COVER LETTER specifically stating how you feel your qualifications match what we are looking for in our Director of Finance and Administration. We look forward to hearing from you!