Finance and Admin Director

The Finance and Admin Director is a full-time, exempt position involved in the everyday and overall financial management and administration of the organization, including office administration and management, and oversight of Human Resources and IT. The Finance and Admin Director supervises the Recruitment and Admin Coordinator. The Director is responsible for the development and maintenance of timely and accurate financial records, spending controls, and accounting systems, in accordance with standard fiscal practices and requirements of funders. We currently use QuickBooks Online, ADP Workforce Now, Bill.com, and Divvy to help with our financial and HR management.  

Specific duties include the preparation and management of the annual budget, program budgets/modifications, tracking expenses and income, accounts receivable/payable, grant and contract management, payroll and benefits administration, oversight of purchasing, fiscal report preparation, forecasting and analysis, tax preparation and audit preparation. This position works closely with senior staff to shape the overall management and direction of the organization. The Finance and Admin Director is a member of the leadership team and reports to the Executive Director.

Financial 

• Accounting: Oversee the accounting function and present the operating financial statements on a regular and timely basis to the Directors Team and the Finance and Audit Committee. Track temporarily and permanently restricted contributions in the accounting system. Oversee all cash disbursements, purchase orders, and maintain fixed asset records. Perform monthly reconciliation of bank accounts for accurate accounting needs. 
• Accounts Receivable and Payable: Prepare monthly invoices of high volume, pays bills, manage expense report process, processes payments and donations, maintains financial records and filing systems, prepares financial reports. Maintain vendor files and collect on accounts receivable.  
• Banking and Cash Management: Maintain banking relationships; make recommendations as to adequate cash levels and investment vehicles; oversee cash controls.  
• Budgeting: Responsible for developing annual budget; tracking variances, making forecasts, and reporting to Finance and Audit Committee and Board.  
• Board: Facilitate monthly finance committee meetings and coordinate with Executive Director and Treasurer regarding board reporting and needs.  
• Fund development: Coordinate with Development Director to track restricted funds. Prepare budgets for grants.  
• Annual Audit: Oversee annual audit; responsible for relationship with auditors and the Board’s Finance and Audit Committee. 
• Policies: Maintain and update cost allocation system and Accounting Practices Manual. Update, implement and maintain policies and procedures for the fiscal management and internal control environment of the organization. 
• Taxes: Prepare all state, federal, and local reporting tax documents and pay taxes. Including monthly state B and O tax reporting. 

Human Resources 

• Assist with onboarding and orientation for all staff and program participants. 
• Monitor employee evaluation schedules, ensuring managers complete reviews at appropriate dates. 
• Oversee new hire and terminated employee paperwork, benefits, and personnel files. 
• Update Employee Handbook periodically.  
• Advise employees on questions relating to their paychecks, withholding, and benefits. 
• Oversee the administration of health insurance, payroll deductions, 401K retirement accounts, and vacation and sick reporting (this is largely automated through ADP) 
• Manage open enrollment and work with benefits broker. 
• Process payroll with external service provider ADP. 
• Manage unemployment and worker’s comp claims. 
• Maintain other records, files or information as appropriate. 

IT 

• Manage Salesforce consultant relationship 
• Manage IT consultant relationship 
• Help fully transition organization to a cloud-based server 
• Manage purchasing of new IT equipment 
• Help troubleshoot IT problems 

Admin 

• Manage non-profit renewals such as business licenses, charitable rewards program, and others. 
• Work with Admin Coordinator to oversee on-site office operations, including mail, business machines/server, and purchasing supplies and equipment. 
• Maintain office equipment inventory 
• Ensure appropriate insurance coverage for organization, board of directors, and bonding for appropriate employees. 
• Manage office closing procedures ensuring office is secure at the end of each day  

Management/Leadership 

• As a senior staff member, participate in the organization’s internal diversity, equity, and inclusion capacity-building efforts. 
• Supervise administrative and accounting staff 
• Represent the organization at fundraising and other events and public forums as needed. 
• Work with the entire EarthCorps team to create a positive, inclusive, engaged, and productive organizational culture. 
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Additional Responsibilities 

• Advise Executive Director on legal issues, risk management and insurance. 
• Oversee the backup and off-site storage of the computer network backup. 
• Oversee the coordination of arrangements for board meetings, annual retreat, team meetings, and other events or meetings. 
• Perform other relevant duties as assigned.