This position is responsible for maintaining and strategically improving the financial systems necessary to support CIE’s overall operations. The Director ensures the timely production of financial performance data; establishes and/or maintains appropriate internal controls; analyzes and evaluates the organization’s fiscal position; and conducts short/long term financial planning to align resources with strategic goals and priorities. This position also performs human resources tasks, including payroll and benefits administration.
Audit, Financial Statements, Form 990
- Prepares draft annual financial statements and footnotes in accordance with GAAP (generally accepted accounting principles).
- Coordinates and leads the annual audit process, including preparation of all schedules and documents requested by the auditors.
- Oversees management and efficacy of accounting software. Routinely updates any ancillary spreadsheets in order to reconcile to general ledger balances.
- Prepares and distributes internal monthly financial statements and accompanying notes, including budget-to-actual comparisons.
- Maintains, adapts, and documents revenue recognition and expense allocation methodologies.
- Prepares information for annual forms 990 and CT12. Implements Board and Finance Committee review process to comply with 990 best practices guidelines.
Cash, Accounts Receivable, Accounts Payable
- Manages organizational cash flow and forecasting; serves as a liaison with financial institutions.
- Governs cash management ensuring that CIE receives the maximum return on cash balances and investments.
- Reconciles bank and investment accounts monthly.
- Oversees preparation of invoices and updating of accounts receivable sub-ledger.
- Oversees accounts payable systems and procedures; reviews and approves weekly check runs.
Contracts and Grants, Pipeline, Dashboard
- Monitors grant and contract tracking systems to comply with funder requirements, including reporting deadlines and invoice submissions.
- Proactively updates CIE’s grant funnel and routinely distributes to Board and staff.
- Prepares timely interim or final financial reports as required by funders.
- Reviews and approves all grant agreements, contracts, and MOU’s prior to ED’s signature.
- Supervises the creation, distribution, and filing of form 1099’s.
Budgets and Monthly Reporting
- Oversees and directs annual budgeting and planning process in conjunction with the ED.
- Prepares and updates annual organizational budget including the coordination/review of all project budgets.
- Creates annual budget packets for the Finance Committee and Board.
- Provides assistance to staff in preparing and updating project budgets.
- Prepares and/or reviews budgets for new funding proposals as needed.
- For individual projects, tracks actual spending against budget and informs/works with program staff to stay within plan or adjust delivery accordingly.
- Proactively seeks opportunities to reduce expenses and save money.
Other Finance Duties
- Monitors risk management policies and procedures to ensure that program and organizational risks are minimized. Manages and evaluates insurance policy renewals and coverage.
- Ensures CIE completes and maintains registrations with state governments and professional agencies.
- Maintains and documents internal control procedures and segregation of other duties; updates CIE’s Fiscal Policies and Procedures document.
- Implements new financial procedures to ensure best practices are maintained.
- Updates finance-related policies in the Employee Handbook.
- Generates monthly payroll. Establishes and maintains payroll schedule; inputs all payroll changes; processes and transmits accurate payroll information via Gusto and QuickBooks; oversees collection of timesheets; oversees updates of paid time off records; completes monthly payroll allocations to programs.
- Remits payroll taxes and liabilities; timely submits reporting as required by Oregon, Washington and Idaho.
- Issues annual wage statements (W-2s) to personnel and files with appropriate government entities.
- Implements and annually updates salary schedule; maintains updated job descriptions; participates in and reviews results of relevant salary surveys; and provides input for staff merit raise consideration.
- Administers personnel benefits including enrollments and change reporting, approving invoices for payment, annual reporting, annual re-evaluation of policies for cost-effectiveness, and communication/coordination with broker to resolve claims-related and policy-related issues.
- Serves as plan administrator for CIE’s 401k plan; processes monthly contributions; manages enrollments, loans, and distributions; completes annual reporting.
- Supervises updates to the Employee Handbook. Develops, recommends, and implements personnel policies and procedures; recommends and drafts human resource and administrative policies.
- Assists in recruitment efforts for new hires, manages onboarding and new employee orientations.
- Monitors the performance coaching (evaluation) process; ensures all completed paperwork is received and stored in employee personnel files in timely manner.
- Identifies best practices and organizational efficiencies regarding human resource practices and policies appropriate for the size, structure and culture of RDI
- Maintains compliance with federal and state regulations concerning employment.
- Maintains confidential personnel files; retains personnel and payroll documentation according to CIE’s Document Retention and Destruction policy.
Board and Staff Communication
- Staffs the Finance Committee of the Board including preparation of the agenda and packet for meetings.
- Prepares financial information for Board meetings and attends meetings.
- Routinely posts monthly financial statements, audited financials, 990, Pipeline, Dashboard, Board approved annual budget, Budget Calculator and other financial documents to Basecamp.
- Educates and mentors staff regarding CIE’s financial practices and procedures, including charging time, coding expenses, reading financial statements, tracking budget variances, and using the Budget Calculator.
- Supports the recruitment, development, and retention of Board Finance Committee members and Board Treasurer/Finance Committee Chairperson.
- Serves as a member of the ED’s Operations Team.
- Moderates virtual staff meetings as assigned.
- Maintains CIE’s core organizational competencies as outlined in the Employee Handbook.
- Participates in internal strategic planning.
- Contributes to CIE’s welcoming culture by treating others with respect and valuing their uniqueness.
- Embraces and supports CIE’s efforts to advance diversity, equity, and inclusion within our organization.
- Contributes to a diverse, collaborative team environment and promotes inclusion and cultural responsiveness.
- Performs other duties as assigned.
Key Qualifications and Skills
- Bachelor’s degree in accounting, CPA, CMA or postgraduate degree preferred.
- Minimum of five years general accounting and fund accounting experience in nonprofit organizations.
- Strong non-profit financial management and analysis skills.
- Excellent computer skills (Microsoft platform) including ability to customize Excel spreadsheets and accounting applications.
- Ability to develop relevant financial reports to support sound decisions regarding project and organizational management.
- Working knowledge of federal and state grant reporting.
- Proven payroll experience with a focus on streamlining processes.
- Strong personal and verbal skills: a professional and friendly communication style, polite and polished both in person, on the phone, and in writing.
- Experience using QuickBooks.
- Ability to work efficiently and effectively with minimal direction.
- Ability to communicate effectively with individuals from diverse backgrounds and cultures. Bilingual (Spanish and English) is a plus, though not required.
- Supervisory experience desired.
- This position works from a home office within 30 minutes from the Executive Director.
- Occasional in-state travel; occasional weekend and evenings may be required.
- Clean driving record and reliable transportation are required.
- May require the ability to bend, push, pull, grasp, and lift up to 35 pounds.