JOB TITLE: Managing Director of Finance and Administration
DEPARTMENT: Administration
POSITION TYPE: Full time/ exempt
REPORTS TO: Executive Director
DIRECTLY SUPERVISES: Office administration staff
EFFECTIVE DATE: 2/16/2023
ORGANIZATION BACKGROUND: Communities United (CU) is a growing intergenerational grassroots organization that works across communities on issues of education justice, increasing access to affordable and quality healthcare and housing, youth investment, and justice reinvestment. CU’s organizing approach actively engages and develops community and institutional members to advance social, racial, and economic justice. Recently named one of five global awardees of the W.K. Kellogg Foundation Racial Equity 2030 Challenge.
PURPOSE OF POSITION: This position will support the Executive Director and staff by providing financial and administrative functions as assigned. The Managing Director will be responsible for working with the organization’s accounting team to ensure timely and accurate accounting of financial transactions, data entry, financial reporting, and budget, audit and I-90 preparation. The Managing Director will participate in individual, institutional membership and donor maintenance information and donation tracking and recognition. This position will also work directly with the Executive Director on administrative processes and policy reviewing and writing.
REQUIRED SKILLS AND BACKGROUND:
- A Bachelor’s degree is preferred (or equivalent experience) in business administration or finance
- Experience (4 or more years) functioning in a financial role. Non-profit organization preferred
- Strong interpersonal skills
- Ability to maintain daily and other periodic reports.
- Ability to effectively present information and respond to questions from groups of managers, staff, vendors, and the general public
REQUIRED SKILLS AND BACKGROUND:
- A Bachelor’s degree is preferred (or equivalent experience) in business administration or finance
- Experience (4 or more years) functioning in a financial role. Non-profit organization preferred
- Strong interpersonal skills
- Ability to maintain daily and other periodic reports.
- Ability to effectively present information and respond to questions from groups of managers, staff, vendors, and the general public
RESPONSIBILITIES:
Financial Management
- Oversee the organization’s finances, including budgeting, payroll administration, A/P and A/R, reconciliations, and financial reports
- Oversee the work of the accounting team, an independent contractor
- Report to the Co-Executive Directors monthly on budget and performance and on any major issues as they arise
- Train and oversee staff in developing and monitoring their departmental budgets
- Ensure that cash flow and quarterly financial reports are prepared for leadership’s review
- Facilitate multi year budgeting process, craft budget in partnership with the Co-Executive Directors and Director of Development, and program budgets in partnership with staff.
- Monitor the budget
- Develop and revise financial procedures and processes
- Oversee annual audit in conjunction with the Accountant and outside auditor
Donor Management:
- Work with Executive Director and Development Director on budgeting for grant proposals, tracking grants in financial software, and reporting
- Ensure all donations are accurately entered into Quickbooks
- Update donor information in database
- Write and process acknowledgment emails or letters weekly for all donations
- Complete matching donation forms and processes
- Create individual year-end acknowledgment of donations when specifically requested by a donor
Management of Financial Reporting:
Oversee the work of the accounting team including:
- Monthly bank reconciliations
- Preparation of monthly financial reports for the Executive Director and Finance Committee
- Update and manage the Accounting Notes document to explain budget variations and activities throughout the year
- Provide requested data to tax preparers in a timely fashion
- Issue 1099’s at year end according to tax requirements
- Maintains documentation on Box, Samepage and other software platforms deemed necessary
Human Resources Administration:
- Administer staff, contractor, and volunteer policies according to the employee handbook, including orientation of new contractors and management of employee health insurance and other benefits
- Participate in CU’s work in advancing racial equity, inclusion, and diversity within the sector
- Assists in the paperwork and onboarding of all employees
- Oversee the preparation of payroll to submit with outside vendor
- Supports the Executive Director to schedule timely employee evaluations
- Trains new employees on operational details
- Maintains personnel files
Administration:
- Policy writing as needed including the Employee Handbook and HR policies
- Occasional program support for events such annual fundraiser or other events tied directly to role
- Must be able to articulate CU’s non-political mission and describe education and community programs to the public
- Responsible for assisting with the mid and end of year reporting requirements
- Sends periodic reports to the Executive Director with work progress as assigned
- Attend Board committee meetings as assigned
- Check the mail weekly and distribute it as needed
Additional:
- Other duties as assigned
KNOWLEDGE AND SKILLS:
- Willingness and ability to work in a dynamic environment, in a team setting
- Demonstrated competency in Microsoft Office suite ((Excel, Word, PowerPoint), Quickbooks, Google Workspace, task management software or equivalent, and calendaring and screen-sharing/online meeting applications
- Mature and positive attitude. Professionalism and strong communication skills
- Strong attention to detail
WORKING ENVIRONMENT:
- Work is performed primarily indoors; remote or hybrid work is a possibility
- Flexible working hours, including late evenings, some weekends, and holidays
- Willingness and ability to work in a dynamic environment, in a team setting
- Ability to communicate effectively with diverse groups of people, present information and respond to questions from groups of managers, staff, and the general public
- Communities United strives to maintain an inclusive working environment in and outside our facilities that supports diverse identities based on race, gender, disability, religion, national origin, marital status, and sexual orientation.
BENEFITS:
- Generous benefits including pension
- Premium health PPO, Dental, Vision (No employee contribution required for individual coverage)
- Life insurance
- Staff development and wellness funds available based on resource availability
- Generous vacation and paid time off (above industry standards)
HOW TO APPLY: Communities United is committed to providing equal employment consideration without discrimination on the basis of race, gender, disability, religion, national origin, marital status, sexual orientation, or any other protected status. To apply, please email resume and cover letter to [email protected]. Resumes and cover letters will be accepted through March 1, 2023. The salary range for this role is $50,000-$60,000 based on experience.. This position is a management position. People of color are strongly encouraged to apply if you meet the above requirements.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements.