Vice President of Finance & Administration

JOB TITLE: Vice President of Finance & Administration

DEPARTMENT: Finance & Administration STATUS: Salaried-Exempt

REPORTS TO: CEO

JOB SUMMARY:

Directs both the administration of internal organization functions and the development

of operations of the financial system, including budgeting, auditing, accounting and

financial reporting. Responsible for treasurer functions of investment and cash flow

control, governmental reporting, legal issues, and insurance matters. Plays a leadership

role in shaping and implementing the organization’s future direction.

CORE COMPETENCIES

• Not-for-profit accounting in accordance with U.S. Generally Accepted Accounting

Principles, OMB Circulars A-133, A-110 and A-122, TANF program regulations and

compliance requirements and appropriate Code of Federal Regulations sections.

• Organizational development, human resources, and program operations.
• General software, particularly the Microsoft Office Suite and Peachtree software

(or other similar not-for-profit general ledger software) and use of databases.

• Foster and cultivate business opportunities and partnerships.
• Create and assess financial statements and budget documents.
• Recognize and be responsive to the needs of all clients of the organization,

including funding organizations, the Board of Directors, local community

advocates, participants, and employers.

• Communicate effectively in both writing and verbal format.
• Demonstrated ability to organize, direct and coordinate operations; in personnel

supervision, the recruitment and retention of key personnel; facilities

management; and budget development and management.

• Knowledge of fund-raising strategies and techniques and board development,

utilization and guidance.

• Knowledge of the mission, objectives, policies, programs, procedures and

principles and practices of non-profit organizations and youth development

services, preferably Boys & Girls Clubs, preferred.

• Ability to manage multiple tasks and to develop solutions to problems with

limited supervision.

• Excellent human relations skills and ability to motivate staff and board
• Strong oral, written and presentation communication skills.
• Ability to establish and maintain effective working relationships with Club staff,

Board members, volunteers, community groups, and other related agencies.

• Computer literate and experience using software that supports business

operations financial, human resources, etc.

KEY ROLES (Essential Job Responsibilities):

Leadership

With CEO, develops annual and long-range plans to support and advance Boys and Girls

Club of the Chattahoochee Valley’s strategic goals. Serves as Liaison to Board Finance

Committee.

Finance

Responsible for the overall financial management of Boys and Girls Club of the

Chattahoochee Valley including record keeping, financial and governmental reporting.

Performs analysis and develops strategies to accomplish business objectives. Maintains

accounting system and related chart of accounts.

Manages the Internal Operations with emphasis on improving internal efficiencies and

organizational effectiveness, including donor database. Reviews and expedites process

of financial accountabilities and proper controls of main ledger, cash receipts,

designation reporting and payments.

Develops annual budget with CEO and staff. Prepares timely and accurate monthly

financial statements (Balance sheet, State of Cash Flows, P & L Budget). Presents the

financial statements to the Finance committee and Board members, and provides

regular feedback on actual vs. budgeted spending to the President, Treasurer and

Finance Committee.

Ensures Boys and Girls Club of the Chattahoochee Valley’s compliance with all

applicable laws and regulations. Maintains up-to-date information about laws and

regulations applicable to the Boys and Girls Club of the Chattahoochee Valley. Compiles

and ensures timely, accurate filing of all forms including 990’s, state charitable

registration, 1099’s, W-2’s etc. Develops and maintains compliance with BGCCV

standards.

Records transactions, journal entries, prepaids, etc. in accounting software; generates

reports. Tracks accounts payable, prepares payment requests, prepares checks for CEO’s

signature. Tracks accounts receivable. Manages payroll through ADP Portal.

Records deposits into accounting software. Prepares allocation spreads for indirect

expenses as needed. Assists the CEO and staff with grant proposal budgets. Reconciles

bank account and investment statements on monthly basis.

Oversees the management and coordination of all fiscal reporting activities for the

organization including: organizational revenue/expense and balance sheet reports,

reports to funding agencies, development and monitoring of organizational and

contract/grant budgets.

Develop and maintain systems of internal controls to safeguard financial assets of the

organization and oversee federal awards and programs. Oversee the coordination and

activities of independent auditors ensuring all A-133 audit issues are resolved, and all

compliance issues are met, and the preparation of the annual financial statements is in

accordance with U.S. GAAP and federal, state and other required supplementary

schedules and information.

Prepares for and manages annual audit process (includes preparation of IRS 990) with

external CPA firm.

Attend Board and Subcommittee meetings; including being the lead staff on the Finance

Committee.

Serve as one of the trustees and oversee administration and financial reporting of the

organization’s Savings and Retirement Plan.

Administration

Maintains and safeguards Boys and Girls Club of the Chattahoochee Valley assets

including, but not limited to, general liability insurance, officer and directors liability,

volunteer insurance, workers compensation, property and fire insurance,

unemployment, theft and fraud insurance.

Manages the organization’s human resources development activities, including

employment, staff training, affirmative action, benefits administration, etc. Manages all

physical property/structure and oversight of outside contractors. Investigate cost-

effective benefit plans and other fringe benefits which the organization may offer

employees and potential employees with the goal of attracting and retaining qualified

individuals.

Oversee the production of monthly reports including reconciliations with funders and

pension plan requirements, as well as financial statements and cash flow projections for

use by Executive management, as well as the Audit/Finance Committee and Board of

Directors.

Works with development on projects for the annual campaign and staff on determining

fund dollars. Provides volunteer support and partnership to ensure that mutual goals

are attained and volunteers have a high level of satisfaction with the Boys and Girls Club

of Chattahoochee Valley.

With CEO, protects BGC’s interests through contract review and negotiation, cost

monitoring, etc.

QUALIFICATIONS:

Education

Completion of a bachelor’s degree from an accredited college or university or equivalent

work experience.

Completion of a master’s degree at an accredited college or university or equivalent

work experience.

Certified Public Accountant (CPA) preferred.

Experience

The Controller or Chief Financial Officer level.

Ten to fifteen years of financial experience and management experience with the day to

day financial operations of an organization.

Any equivalent combination of education and experience determined to be acceptable.

Skills/Knowledge Required:

Physical and Mental Requirements:

Must be comfortable performing multi-faceted projects in conjunction with day-to-day

activities. Ability to get along with diverse personalities while at all times displaying

tact, maturity and flexibility. Physical requirements include sight, hearing, sitting for

four plus hours per day, and ability to visit club locations.

Environment & Working Conditions:

Maintains internal contact with the President, Board of Directors, and staff to obtain

and exchange information and coordinate activities and develop strategic initiatives.

Maintains contact with external community organizations, individuals and board

members.

Normal internal office environment. Occasional weekend and evening work to support

organization’s fundraising events, committee meetings and activities.

DISCLAIMER: The information presented indicates the general nature and level of work

expected of employees in this classification. It is not designed to contain, nor to be

interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications

and objectives required of employees assigned to this job.