Reports to: President/CEO
FLSA Status: Full-Time Exempt
The United Way of Bay County is a non-profit organization with a collective impact model, focusing on improving the lives of every person in our community through programs that address the most critical needs of our residents. Through community assessments and conversations, the current priority areas have been identified as education, health and income stability. The organization holds an annual campaign each fall and allocates 90 cents of every dollar raised to its 26 funded impact partner programs. They also have direct programs such as the Helen Wirt Lee Back to School program, Warm Soles and VITA (volunteer income tax assistance) program.
Position Summary:
The United Way of Bay County Director of Finance & Administration is a multi-tasking, highly organized and detail oriented professional responsible for administering and directing the financial, facility and IT operations of the organization.
Roles and Responsibility:
Finance:
- Maintain the cash position on a continuing basis ensuring the adequate funds are available for payment to partner agencies as well as all other payables.
- Manage and direct United Way’s cash flow and investment portfolio in conjunction with Finance & Endowment committees, Board of Directors, and President/CEO.
- Review/coordinate all significant contractual agreements (grants, vendors, leases, etc.) requiring a commitment of United Way resources.
- Responsible for management of daily monies received, bank deposits, bank reconciliations, and printing of checks/ACH electronic payments.
- Maintain the pledge processing and donor database, ensure accuracy of accounts, apply payments, and assist with the creation of pledge payment reminders and gift acknowledgement letters.
- Oversee accounts receivables including payments on pledges, funds from leases, grant and sponsorship monies and miscellaneous income.
- Manage financial software, ensuring data security and maintain necessary updates
- Perform grant tracking, budgeting, and reporting
- Work with the President/CEO in the formulation of annual organization budgets.
- Monitor budget and prepare projected year end reports
Reporting & Compliance:
- Prepare monthly comprehensive financial reports and budget-to-actual analysis for internal and external use in accordance with generally accepted accounting principles and presents information to the President/ CEO, Finance Committee and Board of Directors as required.
- Monitor, analyze, and initiate corrective action regarding campaign collections and pledge loss.
- Oversee all accounting related functions of the finance department including accounts receivable, accounts payable, payroll, purchasing, and all other functions.
- Ensure compliance with all local, state, and federal requirements.
- Monitors compliance with United Way Worldwide membership requirements and complete related reports
Audit and Tax Preparation:
- Serve as the staff contact for the organization’s independent accountants in the conduct of the annual independent audit.
- Manage the annual audit and tax return preparation process, as well as any independent audits for grant awards. Generates required work papers, account reconciliations and documentation.
- Maintain records in accordance with generally accepted auditing standards.
- Prepare schedules and other audit information as requested by independent auditors with the intention of transparency and audit fee cost containment.
- Ensure all required tax documents, records, and reports are filed timely.
Administrative:
- Prepare and complete all payroll related duties on a bi-monthly basis.
- Assist with employee onboarding and continued support as it relates to payroll, benefits and relevant forms
- Assist with payroll including accurate tracking of staff leave, tax deductions and staff- authorized deductions
- Provide staff support to the Treasurer, Finance committee and Endowment committee
- Assist CEO/President with Board management (i.e. meeting notices, RSVP’s, minutes, etc.) as directed
- Responsible for recruiting, training and scheduling office volunteers
Information Technology and Facilities Oversight:
- Oversee information systems of organization including oversight of staff training on current and new software programs and/or new business equipment.
- Maintain up-to-date information systems (software and hardware) with the assistance of the IT contracted specialist
- Establish and maintain an efficient and productive physical office environment including maintenance of building, grounds, furniture, telephones, and office equipment.
- Manage all building/property insurance coverage and policies.
- Oversee contracts, leases, and real estate property documents.
- Responsible for managing the technological needs of the organization and maintenance of office equipment, order and maintain office supply inventory
- Ensures the financial costs of operations are affordable and allowing the organization to run in the most efficient manner possible
- Responsible for ensuring the facility is kept in a clean, working order and all lease and contract terms are upheld. Oversee any cleaning/ maintenance staff/ vendors and maintain community conference room scheduling
Education, Experience and Qualifications:
- Associates Degree required; Bachelor’s degree preferred or related experience
- Minimum 3-5 years’ experience in accounting/ financial management role; non-profit experience preferred
- Understanding of GAAP-Generally Accepted Accounting Principles
- Experience in audit and tax preparation, budgeting, cash management, compliance, financial reporting, grant management, information technology and purchasing
- Demonstrated excellence in organizational, managerial, presentation and communication skills
- Strong computer skills including Microsoft Office, data management/ analysis and report composition
- General attitudes including the ability to manage several projects simultaneously, positive attitude, participate effectively on teams and be strong self-motivated
- Maintain confidentiality of donors, personnel, financial documents, and partner agencies
- Understanding of and commitment to the mission, vision, and goals of United Way
- Must be able to work evenings, weekends, and other unusual hours when necessary
Physical demands:
- This position involves sitting most of the time and/or walking or standing for brief periods of time. Additional requirements include the ability to move objects according to the following weight & frequency: approximately, 20 pounds.
- Reasonable accommodations may be made to enable individuals to perform the essential functions.
These job responsibilities are to be the main emphasis of this position. As with every job at United Way, it is not possible to define jobs precisely. Should the need exist; every person in the organization will assist in any way necessary to assure an efficient and cooperative environment.
Salary negotiable; commensurate with experience
Benefit Package available
United Way of Bay County is an equal opportunity employer.
