What are the responsibilities and job description for the Director of Finance and Administration position at Covenant House Missouri?

PURPOSE OF POSITION

Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at-risk, or experiencing homelessness, with unconditional love, absolute respect; and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people ages 16 to 24 build productive, independent and sustainable lives.

The Director of Finance and Administration will play a critical role in overseeing the financial health and administrative functions of CHMO. This position is responsible for managing financial planning, budgeting, and reporting, ensuring compliance with regulatory requirements, and optimizing operational efficiency. The Senior Manager will also lead and mentor the finance and administrative team, fostering a culture of accountability and continuous improvement.

SUMMARY OF DUTIES

Responsibilities include but not limited to the following :

Responsible for accounting for all CHMO income, donated items / services, expenditures, assets and liabilities
Review accounting data and consults with advisors to ensure transactions are recorded using the correct accounting treatment
Administer financial management policies and procedures in a manner consistent with corporate guidelines and local needs, and ensures use of effective internal controls and accounting procedures
Maximize CHMO cash position through the effective management of receivables
Record and monitor use of all contributed, purchased, and leased physical assets
IT liaison for Copy Machines, Fax Machines, Scanners, Computers, Printers, Telephony, Network Providers including AT&T, Charter, Verizon, and others as change takes place.
Manage the timely input of accounts payable, accounts receivable, payroll, and general journal transactions into accounting software system, assuring proper source documentation for all transactions
Collaborate with managers, Director of People and Culture, and all team members to ensure the semimonthly payroll is processed accurately and timely
Maintain records for : contracts, leases, service agreements, and other items of a legal nature
Produce timely, accurate financial reports including detailed management reports, reports to the parent organization, financial reports to funding agencies, and annual financial statements produced in accordance with GAAP for nonprofit organizations
Participate in the development of the annual operating and capital budgets, produces budget status reports, analyses, financial projections, and periodic ratio analysis
Ensure compliance with state, local, and federal tax requirements including production of the 990, W-2s, 1099s
Ensure compliance with all state, local, and federal regulations for the withholding and payment of payroll tax
Participate in contract compliance related to financial management and reporting for state, local, federal, and non-government grants and contracts
Participate in the annual audit at the senior level, provides supporting documentation to the CPA firm performing the audit, and participates in other financial audits as required
Perform other duties as assigned

Financial Statement Preparation

Meet Monthly Closing deadline

Prepare and post Journal Entries

Issue monthly Financial Statements prepared in accordance with GAAP : Balance Sheet, Statement of Activities, and Cash Flow

Prepare General Ledger Account Balance reconciliations with a focus on Balance Sheet accounts

Prepare Budget Variance analysis descriptions

Audit Support / Fixed Assets

Assemble and organize support documents for grant auditors and external auditors

Collaborate with Agency Leadership and external auditors to resolve audit questions

Maintain a list of fixed assets, source documents and invoices, and non-capitalized computer equipment

Maintain depreciation schedules in Excel

Vendors, Notes Payable, Account Payable, and Account Receivables

Pay vendor invoices in a timely manner

Work with Senior Leadership to identify existing vendors that should be shopped, prioritize the list for vendor proposals, maintain and share a calendar for RFPs, and prepare a RFP for each subject matter in accordance with the RFP calendar

Accurately maintain Vendor Profiles, and identify vendors subject to Form 1099 regulations

Issue Internal Only Invoices to track Grant Income and Receivable Balances and donor promises to give

Ensure reconciliation of all donor and grant receivables

Purchasing / IT Liaison

IT liaison for Copy Machines, Fax Machines, Scanners, Computers, Printers, Telephony, Network Providers including AT&T, Charter, Verizon, and others as change takes place.

Purchase computer and telephony peripherals and equipment as needed

Maintain an accurate and updated IT Inventory

Ensures employees have the tools, information and resources they need to effectively do their jobs

Helps set and implement the IT strategy for the organization

Manages Administrative supplies within budget, price compares and maintains effective vendor relationships

Banking

Record cash receipts (Cash, Checks, and Credit Cards) in QuickBooks

In the absence of another Finance Department member,

make deposits using Remote Capture software

Reconcile deposits : QuickBooks to Donor Perfect

Create Credit Card expense sheets

Payroll Processing - Semimonthly

Collaborate with Human Resources to gather appropriate data to process payroll with our Payroll Service Provider

Collaborate with Human Resources to ensure Employee Status Changes are accurately reflected on Payroll

Collaborate with Human Resources to ensure the vendor charges for Health, Dental, Vision, and Life Insurance are accurately reflected in employee withholding

Other

Aid in the preparation of the annual budget

Follow accounting policies and procedures, and aid in their assembly and periodic revision

Provide administrative support to other management team members as requested

SUPERVISORY DUTIES

This position supervises employees as they may be assigned to the Finance Department.

Working Relationships

Frequent and regular internal contact with all CHMO staff, outside contacts with vendors and suppliers, outside agencies, the public, and the community

Interact on a regular basis with the executive leadership to review financial impact of daily operations

In depth reporting to the executive leadership regarding the financial operations of the agency.

Meet with the finance committee to discuss the financial activities of the organization

Interact with Advancement department to ensure all donations are properly recorded

Interact with team leaders to discuss their departments' financial performance

Provide training to departments on financial matters as requested

Interact with the grantors, auditors, and attend meetings regarding new grants and grant modifications

EDUCATION, KNOWLEDGE, and WORK ENVIRONMENT Education

Bachelor's Degree required and / or equivalent years of experience and 3 years of experience in accounting department preferably for non-profit

Knowledge

Knowledge of Generally Accepted Accounting Principles

QuickBooks Online Software experience preferred

Detail oriented

Knowledgeable of the requirements for managing government grants and experience in cash management

Ability to conceptualize the effects of transactions and accounting controls on the overall accounting system

Excellent analytical and spreadsheet skills, including Excel

Excellent interpersonal skills and a customer service focus

Ability to juggle multiple tasks simultaneously and to work well under pressure

Strong organizational and planning skills

Work Environment and Physical Demand

Considerable concentration

Moderate to constant interruptions

Moderate noise level

Moderate to considerable eye strain

Focused, with the ability to avoid distraction

Covenant House Missouri is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind : CHMO is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at CHMO are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, belief, sex, sexual orientation, gender identity, national origin, veteran status, family or parental status, disability status, or any other status protected by the laws or regulations in the locations where we operate. CHMO will not tolerate discrimination or harassment based on any of these characteristics and encourages all qualified applicants to apply.

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Salary : $63,398 - $84,240

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