Director of Finance and Administration

Reports to:

Job purpose

The Director of Finance and Administration will oversee the MHA business process and provide administrative support, allowing program directors and staff to focus on program execution and outcomes. Mission-focused, strategic, process-minded leadership of the day-to-day operating environment. Oversee and lead annual budgeting and planning process in conjunction with the Executive Director; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization's financial status. Manage organizational cash flow and forecasting. Under Executive Director’s review, responsible for initiating and coordinating the accrual and bookkeeping functions to ensure an effective implementation of fiscal policies and billing process and procedures. The Director of Finance and Administration will work closely with the ED and the senior leadership team in developing MHA’s strategic plan and financial strategy. The Director of Finance and Administration will act as the primary liaison to the board of directors' finance committee, working closely with the committee to strengthen MHA’s financial position and other items as required. They will continually evaluate best industry practices in comparison to internal systems and needed resources, with an eye toward both future needs and budget realities.

Duties and responsibilities

Responsibilities include, but are not limited to, the items listed below.

Finance: account for income and expenses through organized record-keeping.

Income

    • Monitor incoming payments from grants, State and County contracts, and fee-for-service work.
    • Prepare and send receivable invoices for fee-for-service work.
    • Support leadership as needed with grassroots fundraising appeals.

Expense

    • Accounts Payable – oversee process for preparing and submitting payment requests.
    • Post receipts, describe, and code all charges for program spending and operating costs.
    • Review and manage payment of approved staff reimbursement requests.

Financial administration

    • Maintain organization-wide financials for active projects, including timeline, budgeted expenses, and actual expenses.
    • Support leadership with annual budget planning process.
    • Review monthly financial statements.
    • Manage customer and vendor contact information and contracts.
    • Maintain organization-, department-, and project-level tracking spreadsheets (budget-to-actuals & cash flow statements).
    • Maintain agency insurance coverage.
    • Arrange and support annual independent audit.

Operations: provide staff and program directors with the material supplies, digital tools, and information management needed to implement programs smoothly and efficiently.

  • Participate in planning, evaluation, and strategy sessions to assess impact and to achieve organizational goals.
  • Develop, implement, and monitor annual finance & operations department work plans.
  • Oversee workplace facilities and safety.

Information Technology: manage MHA’s systems and tools.

  • Serve as liaison with IT managed services provider.
  • Manage organizational accounts, files and credentials.
  • Maintain MHA systems & tools (Microsoft Office, others that may be added)
  • Teach staff to use MHA’s systems and tools and troubleshoot as needed.
  • Onboard new staff and offboard exiting staff.
  • Onboard and offboard contractors and other vendors.

Human Resources

  • Serve as liaison with Human Resources via PEO
  • Maintain MHA policies and procedures
  • Oversee MHA Payroll process
  • Administer retirement plan
  • Work with HR and program directors to implement required trainings.
  • Provide logistical support for hiring, onboarding, and performance review processes.

 

Knowledge, Skills and Abilities:

  • Systems thinking: Passionate about innovating and implementing systems, protocols and processes. Demonstrate the ability to view a whole system with its parts, and to develop processes that increase efficiency and impact.
  • Project Management: Experience developing and tracking action plans, timelines for projects, deliverables, and reporting on data.
  • Highly organized:  Thrive on attention to detail, and enjoy organizing and tracking materials, setting and managing priorities, tracking details of administrative work and project management,
  • Self-directed: Passionate about problem-solving; demonstrate initiative and accountability; be comfortable managing projects and personnel as well as working independently.
  • Adaptable: Comfortable working with constituencies with a broad range of professional experience and literacy levels; adaptive to shifting and evolving organizational priorities.
  • Communicative: Possess excellent verbal and written communication skills and be skilled in interpersonal relations.
  • Tech-savvy: Proficient in utilizing common office software, Office 365, project tracking tools, and CRM.
  • Collaborative: Demonstrate that they are a great team player and listener with strong interpersonal skills, including the ability to work with staff and consultants remotely.

Qualifications

The following is a list of experience, technologies, credentials, skills and other items which are required for this position:

  • BA/BS degree in business, nonprofit financial management or accounting preferred.
  • Five or more years of experience managing grants and nonprofit finances required.
  • Nonprofit fund and grant accounting and management required.
  • Budgeting experience required.
  • Ability to build and cultivate relationships with Board Members.
  • Proficiency with accounting software, spreadsheets and data management systems required.
  • Experience working as part of a team, delivering coordinated services highly desirable.
  • Excellent communication and problem-solving skills.
  • Ability to pay close and accurate attention to details.
  • Ability to manage multiple tasks and priorities.
  • Ability to work in a fast-paced, multi-cultural environment.

Travel Requirements

How to Apply

Please send your resume and cover letter to Melinda DuBois at mdubois@mhawny.org