Director of Finance and Administration

Finance and Accounting

Oversee and implement all functions related to the accounting and finance aspects of the organization.

• Produce accurate and timely monthly financial statements and supporting schedules.
• Manage accounts receivables and a timely and accurate system for billing.
• Preparation and implementation of a timely system for receipting, including tax receipts and thanking donors.
• Implementation of a process and controls for deposits and bank reconciliations.
• Maintaining records for all purchases for office supplies for the organization.
• Preparing and assigning necessary information entering, posting and balancing data in all ledgers, journals and registers.
• Reconciling petty cash as necessary.
• Preparing, entering and printing accounts payable and vendor payments.
• Maintain accurate accounting of cash flow and management of investments.
• Inputting and the management of the preparation of entry process for campaign pledges, designations and other gifts.
• Reconciling receivables to campaign transactions and financial reports.
• Identify and maintain integrity of the chart of accounts. Create and monitoring of internal accounting controls.

Lead staff for finance committee:

• Work with treasurer to create meeting agenda.
• Coordinate meeting schedules and correspondence.
• Report, recommend and follow up for the finance committee as needed so that they maintain a thorough knowledge of the organizations finances. 

Budget:

• Work with Executive Director to define annual budgets.
• Prepare all materials for committee to review.
• Present budget recommendations to finance committee and in conjunction with the treasurer to the Board of Trustees.
• Input approved budget into accounting system.
• Budget is to be prepared so that it can be approved by the Board of Directors by the end of the current fiscal year.

Audit:

• Lead process for annual audit and tax return.
•  Assist auditor in preparing for the audit   including adjustments and/or schedules.
• Ensure that audit requirements are met including federal and United Way Worldwide standards requirements.
• Ensure that the audit is completed by May 15th.
• Meet with auditor within 30 days after completion of the audit to review the management letter, adjustments, and recommendations from the auditor regarding compliance and reducing audit risk.
• Ensure that the tax return is completed by the auditors and submitted to the IRS in a timely matter.

Human Resource

Payroll and Reporting

• Prepare payroll checks/deposits timely.
• Pay semi-monthly and monthly taxes as   required.
• Complete all monthly, quarterly, and annual reports or tax returns as required by federal, state and UWW agencies.
• Maintain accurate payroll records for the organization.
• Prepare all Year end W-2 and 1099 reports as necessary.

Personnel Records

• Maintain accurate personnel records for each employee meeting organizational and regulatory requirements.
• Keep track of all vacation, holiday, sick and personal time off for each employed individual.
• Conduct new employee orientation on organizational, payroll and benefits     

Benefits

• Research reasonable and best options for benefits offered to staff.
• Presides over all benefit contracts for the organization.
• Maintains enrollment and cancellation of all benefit options for United Way staff.
• Recommends changes of the benefit package to Executive Director and/or finance committee as necessary

Database and IT

• Maintain technology system at a level that best serves United Way.
• Work closely with the Executive Director to plan and administer database and IT related to the annual campaign.
• Oversee that accurate donor files are maintained to be able to assist Campaign staff.
• Assist in developing software strategies to ensure we have good fundraising software and accounting software systems.
• Take an active role in advising Executive Director to upgrade software to achieve better information results regarding campaign and financial systems.
• Maintain records and advise Executive Director of organizational needs for hardware upgrades or new office equipment.
• Training of staff
• Develop a clear understanding of all versions and aspects of software systems.
• Lead the process of training others on systems or arrange for outside training opportunities.
• Assist in developing policies about software usage that are clear and concise with timely implementation

Administrative

• Act as recording secretary during Board of Director meetings.
• Presides over administrative projects as necessary to ensure accuracy and timeliness of completion.
• Establish ongoing process to review policies as it applies to the organization and ensure that they meet or exceed regulations and applicable laws and regulations.
• Analyze and interpret existing conditions, opportunities and problems within the organization and make recommendations as necessary.
• Ensure that all organizational reports are completed timely to meet United Way Worldwide and regulatory standards.