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Director of Finance & Administration

Position Summary

This job description reflects the general level and nature of the job. It is not intended to be all inclusive.

DIRECTOR OF FINANCE & ADMINISTRATION

The Director of Finance & Administration reports directly to the Executive Director and will be an integral member of the leadership team together with the Executive Director and the Director of Operations. This role is responsible for overseeing the financial health of VIA in order to promote success and growth while maintaining legal financial practices. Key responsibilities include accounting, budgets, investments, audit, and general administration including HR and operational support. This person also works directly with other staff members, board members, and funders to ensure financial stability, compliance, transparency and accountability for all financial activities.

Responsibilities

Financial Management (70%)

  • Oversee all financial, program, and grants accounting and manage day-to-day financial activities including checks, deposits, bank reconciliations, cash flow forecasting.
  • Prepare standard financial statements according to Generally Accepted Accounting Principles (GAAP).
  • Analyze and clearly present quarterly and annual financial reports in an accurate and timely manner to facilitate operational and governance decisions.
  • Coordinate and lead the annual audit process, liaise with external auditors and the audit committee of the board of directors.
  • Lead and prepare annual budgeting and strategic financial planning process together with the ED for Board approval. Track actual spend for quarterly re-forecasting and cash flow analysis.
  • With an external advisor and the board investment committee, manage invested and endowed funds with quarterly rebalancing and analysis reporting.
  • Attend quarterly board meetings and effectively communicate important financial matters to the board of directors.
  • Review all grant proposals for financial needs. Maintain income and spend tracking with defined backup within accounting system. Assemble financial materials for grant proposals and reports on an on-going as-needed basis.
  • Maintain contracts management and financial management / reporting system.
  • Annually review and update all necessary accounting practices reflecting changes in the Finance Accounting Manual and present to Finance Committee for approval.
  • Manage relationships with banks and financial institutions for our transaction accounts, credit cards, lines of credit, etc.
  • Maintain tracking on in-kind donations to organization to ensure within gift acceptance policy and proper recording based on auditable backup.
  • Ensure proper recording for annuity investments based on quarterly statements.
  • Oversee monthly reconciliations for accounting system vs. fundraising payment and tracking platforms.

HR and Operational Support (25%)

  • Liaise with consultant to manage payroll and benefits.
  • Renew and update VIA’s organizational insurance policies including health, dental, visual insurance and workers comp.
  • Review and maintain regular salary and benefit analysis for staff members vs. industry standards and internal benchmarks.
  • Regularly review and maintain tracking on time-off requests and accruals for all staff.
  • Process 403(b) contributions through online platform each pay period based on reported payroll deductions.
  • Manage employee changes for personnel files including change of address, internal staffing changes, changes in contributions to benefits plans, etc.
  • Ensure VIA’s Employee Handbook is kept up-to-date with all applicable regulations, standards, and best practices.
  • Oversee the preparation of payroll tax reports, including W-2’s, quarterly 941’s, and 1099 filings.
  • Prepare and file SI-100 form with Executive Director support.
  • Collaborate with the Executive Director and Director of Operations to develop documentation, resources, and provide training on relevant tools, policies, and procedures for staff.
  • Support recruiting, onboarding, and offboarding processes for staff.
  • Manage regular bill payments and vendor relations for organizational needs such as phone, storage space, supply orders, etc.
  • Manage relationships with relevant external third-party vendors and consultants.

Organizational Development (5%)

  • Help organize team events including retreats and seasonal gatherings.
  • Work with leadership team to promote a positive organizational culture.
  • Assist other staff in a supporting capacity as needed.
  • Contribute time, expertise, and perspective as a member of working committees focusing on specific projects.

Required Qualifications

  • Commitment to VIA’s mission to provide innovative experiential learning programs that inspire and empower aspiring social impact leaders and organizations to create positive change in their communities
  • Minimum of a BA, ideally with an MBA/CPA or related degree
  • At least seven to ten years of overall professional experience; ideally six-plus years of nonprofit financial and administrative experience
  • Understanding of Generally Accepted Accounting Principles (GAAP) for nonprofits
  • Experience of final responsibility for the quality and content of all financial data, reporting and audit coordination for either a division or significant program area
  • Ability to communicate financial concepts clearly to other who do not necessarily have finance backgrounds
  • Effective communicator with excellent verbal communications skills and writing skills for professional correspondence
  • Excellent detail-oriented, multi-tasking, and logistical skills
  • Work effectively both independently and with team members as a self-starter
  • A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making
  • Ability to work evenings and weekends
  • California resident
  • Legal right to work in the United States
  • Demonstrated experience working effectively with technology applications and platforms, including but not limited to, Quickbooks, Concur, Bill.com, Planful, Zenefits, Slack, Zoom, Google Workspace (Gmail, Calendar, Docs, Sheets, etc), and Microsoft Office.

Preferred Qualifications

  • Experience overseeing a human resources function
  • Experience in grants management
  • Experience in managing projects with third-party vendors
  • Experience in international cross-cultural education
  • Experience with risk management and emergency response coordination

Physical Requirements

The physical requirements listed are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Regular and consistent attendance and the ability to sit and work with hands and arms for at least 8 hours per day and 5 days per week.
  • Physical ability to stand, reach, lift, bend, kneel, stoop, climb, walk, crawl, push and pull items weighing up to 20 pounds.
  • Work overtime occasionally.
  • Have consistent and reliable attendance.
  • Proficient interpersonal relations and communicative skills in English.
  • Interpret a variety of instructions furnished in English written, oral, diagram, or schedule form.
  • Write routine reports and correspondence.
  • Meet daily, weekly, monthly, quarterly, yearly and other deadlines consistently.
  • Work under pressure with changing, ambiguous priorities.
  • Communicate effectively and promptly to clients or employees of the organization.
  • High level of manual dexterity to adeptly type and use computer equipment.
  • Auditory and visual skills – Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Expected Hours of Work

The employee will be expected to work 40 hours weekly and must be available during the “core” work hours of 9:00 a.m. to 5:00 p.m. Monday through Friday.

Compensation & Benefits

  • Salary range: $100,000-$110,000 (starting salary commensurate with experience)
  • Comprehensive health, dental, and vision insurance
  • $1200 contribution from VIA to a Flexible Spending Account (FSA) if you enroll in our health package
  • Long-term disability insurance
  • 11 paid holidays
  • Paid vacation days (accrued monthly up to 21 days)
  • Sick and kin care leave
  • Discretionary time off
  • Annual professional development funds
  • Cell phone allowance
  • Option to enroll in 403(b) savings and investment plan (not matched)
Hire Period: From July 1, 2022
How to Apply: Click the blue APPLY button to start your application. Create a login so that you can save your progress, make changes, and view your completed application. The form includes a few basic information questions and a place to upload your resume (no more than two pages) and letter of interest. The priority deadline is May 1, 2022. Applications will continue to be accepted and reviewed until the position is filled.