Director of Finance and Administration

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.

Essential Duties

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.

Human Resources

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.

General Duties

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.

Work Environment

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.

Salary and Benefit

USD $90,000 - USD $95,000 / year

We offer an employer supported health care insurance and group rates for vision, and dental insurance, a non-contributory 401K account, a generous paid time off (PTO) policy, and flexible works schedules.

How to Apply

https://www.idealist.org/en/nonprofit-job/2d858adcb9d54c3c9266d57ba23cffeb-director-of-finance-and-administration-center-for-inclusive-entrepreneurship-port-angeles

Please email a cover letter (1 page max) clearly outlining the specific skills and knowledge you bring to the job and a resume detailing relevant experience, work history, education and accomplishments. If you proceed to a final round of review, we will ask for three references. (You may include these references in your initial application, but it is not required.) Incomplete applications will not be considered.

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