Director of Accounting and Finance

Who We Are

For Pete’s Sake Cancer Respite Foundation enables cancer patients and their loved ones to strengthen, deepen and unify their relationships by creating unforgettable and lasting respite experiences. Working with oncology professionals at over 100 hospitals and cancer centers, FPS provides transformative respite experiences to cancer patients (ages 21-55), their caregivers and their children and offers our families emotional support that assists them as their journey with cancer continues. Our respite program helps families recognize it is love, not cancer, that defines them.

FPS is in a growth and transition phase and is in the process of establishing the nation’s first Respite Center dedicated exclusively to families.  Funding for this project will be accomplished through a combination of donations, grants, and commercial financing.

Who You Are

The Director of Accounting and Finance is responsible for all aspects of the organization’s reporting requirements both internally and externally, as related to accounting, finance, legal compliance and best practices for continued transparency for nonprofit operation. This person will advance the organization’s reputation, ensuring that continued best practices are adopted, implemented and executed in those areas of the specific job responsibilities.  As a member of the organization’s Leadership Team, this individual will be directly involved in the FPS strategic plan, building out a department to meet future goals and objectives, and expanding the organization and its processes into new regions along the Northeast.

What You'll Do

Develop a model and process that supports the timely and accurate entry of routine daily and monthly financial entries resulting in complete and accurate financial reports.

• Coordinate with operations responsibilities and complete the following:
• Enter invoices into QuickBooks and pay invoices on a weekly basis.
• Payroll
• Process biweekly payroll for all staff
• Update monthly spreadsheet for expense reimbursements, PTO time taken, hours for hourly employees and changes to Simple IRA deductions, FPS contributions and any salary changes (typically annually)
• Manage bank accounts, including online access, signers and new accounts.
• Manage weekly finance reports related to development and download from all site, coordinating with development staff to ensure input into NXT.

• Credit Card
• Regular review of credit card usage (online access through Bank of America)
• Review of transactions downloaded automatically to QuickBooks.
• Addition of new cards to QuickBooks so that transactions automatically download.
• Payment of the monthly credit card
• Several times a year, review the online rewards and redeem for cash back
• Manage credit card users – limits, new employees, lost cards, etc.
• Directly Manage the following:
• Monthly close
• Regular monthly journal entries include Gifts-in-Kind, Pledges, Depreciation, Prepaid Insurance Amortization.
• Additional journal entries potentially required: Temporarily Restricted NA activity, United Way expense accrual, amortization of Prepaid Expenses, annual activity for CRUT and year-end specific.
• Monthly balance sheet reconciliations, including all bank accounts.
• Reconciliation of QuickBooks to Raiser’s Edge
• Tracking of Capital Campaign funds and all restricted funds
• Monthly reporting
• QuickBooks Account Management: maintaining up-to-date accounts settings, including credit card for annual payment, user settings, closing date and current chart of accounts and class listing.
• P&L (budget vs. actual and actual vs. prior year)
• Balance Sheet
• P&L by class
• Accounts Payable Listing
• Check Register
• Manage cash flow / cash projections.
• Coordinate with development team to ensure accuracy of month end close as it relates to the varying revenue sources of the organization, especially Classy, Paypal, Venmo and all third party payment sites.

Measured by: Timeliness in paying invoices and capturing financial information; knowledge of vendors; efficiency in journal entries, accuracy of monthly reconciliation and production of timely financial reports at all levels of the organization, including board, leadership team and general public.

Strategic Financing    

Account for organic and strategic growth, with the fundamental fiscal requirements necessary to support expansion with emphasis on program, capital, and personnel costs.

• Manage the organization’s Six Year Plan
• Manage numerous temporarily restricted accounts
• Forecast revenue, expenses, capital, and operating needs on an ongoing basis
• Manage the reporting, accounting, income, and expenses for capital campaign, restricted grants, capacity building grants, technology grants, and government grants.
• Maintain a comprehensive grant budget for all grant types and update accordingly to reflect different grant opportunities, including capital, capacity building and program specific funding.
• Implement best accounting practices for satellite offices, remote staff, and fundraising practices
• Manage FPS Finance Committee and Board Reporting
• Summary Financials with narrative
• Finance Committee Update
• Finance Committee Agenda and Minutes
• Complete cash projections as needed – typically weekly analysis is needed during the summer months, November and December
• Work closely with Finance Committee for a quarterly rebalance of FPS assets
• Prepare grant financial reports, as needed and assist in tracking costs associated to restricted gifts and all internal and external reports, including FPS monthly Scorecard.  This requires financial analysis, including trend reporting, and coordination with grant development team.
• Be familiar with construction contracts and state RACP grants, working closely with CFO and external company to ensure compliance with said grants.

Measured by: Close review of cash projections and needs, accuracy of forecasts, grant compliance and reporting, proper oversight and interaction with Finance Committee and evaluation of KPI’s related to strategic plan reporting.

Budgeting

Create and manage the annual operating budget, capital budget, and all grant budgets to ensure timely and accurate reporting as requested by grantors and government entities.

• Create annual operating budget - using annualized reports, past history and future goals
• Work with Finance Committee to refine the budget
• Prepare board budget presentation
• Enter budget into QuickBooks
• Create Capital Campaign budget
• Create 6-year budget for expansion and sustainability
• Manage cash flow tracking and reporting for the campaign
• Create budgets for regional offices as needed during growth
• Manage Endowments
• Report on Endowments to Finance Committee to review for investment allocations
• Re-balance portfolio as necessary based on Finance Committee recommendations
• Track deposits and withdrawals from investment accounts for operational and campaign needs

Measured by: Timely and accurate cashflow projects, budget submission, and growth of endowment funds under management.

Systems and Data Analysis with Technology Congruence

Integrate and continuously update the best practices for technology use in all facets of the organization’s financial and development management, with a goal of connecting systems to employ best practices for accurate ledgers.

• Research and employ the latest technology systems necessary for the most efficient and effective use of technology with both best practices and to the fullest extent possible for the organization
• Develop best practices for the reconciliation of donor management software with Quickbooks online and NXT, the donor platform used by FPS.
• Streamline the production of scorecards, KPIs, and donation pyramids to assist development staff in employing best practices for donor outreach
• Produce reports on an as needed basis for leadership with a focus on continuous process improvement.
• Work with Program Director and Salesforce platform to ensure reporting accuracy and congruence of costs for all program related activities

Measured by: Timely and accurate report production for board reports and FPS leadership, ease of use for fellow team members and adoption and implementation of technology improvements.

Regulatory and Legal Compliance

• Manage annual audit and produce ledgers as necessary for audited financial statements
• Complete all the necessary confirmations
• Complete all reconciliations and schedules
• Complete year-end analysis, including allocation of overhead costs.
• Provide draft of the financial statements and Form 990 language. 
• Filing of Form 990
• Ensure timely state filings and Initial registrations – PA, NJ, DE, MD, NY, VA, FL, CA, IL
• Assess additional necessary state registrations by reviewing given state reports.
• Form 5500 (Mutual of America TDA) – needs to be filed online annually by July 31st.
• Review tax exempt filings and renewals and property tax exemptions – PA, FL, NJ and NY
• Review and complete annual legal checklist and ensure compliance with all aspects
• Renew annual filing of the Plymouth Business License and the Montgomery County Raffle License (needs to be notarized and mailed)
• Ensure compliance with PANO standards and preparation of certification renewal every five years, using best practices and ensuring capture of repeatable procedures and processes for staff learning
• Work closely with FPS capital project and required documentation for tax credits under the PA RACP grant process, the Inflation Reduction Act and the New Markets Tax Credit.

Measured by proper knowledge of regulatory items and timeliness of submissions and follow ups.

General Operations of the Organization

• As a member of the leadership team, Manage office environment and workforce of 15 people in full and part time roles
• Work with FPS PEO in human resources management for the organization, including interviewing and hiring of new staff positions
• Make recommendations and execute on these recommendations to build out the finance, data and systems analyst, office and volunteer management functions, with an emphasis on personnel needed for the growing department
• Build plan for staff training and ensure cross-training of functions for all areas
• Assist in the management of a two person data team related to entry of all gifts into NXT, working with development management to ensure gift entry accuracy and entry into Quickbooks
• Develop plan and training for adoption of AI into nonprofit operation across all systems
• Manage progress and develop KPI’s related to annual development and operating plans
• Assist in board reporting and management as necessary with CEO
• Work closely with CEO on projects to ensure continued growth and trajectory

Measured by development and maintenance of best practices within the organization and continued build out of departments to meet with organization’s long term strategic goals. 

What You Bring

• Bachelor’s degree in accounting required, CPA desired
• 6 years’ experience in non-profit specific accounting preferred
• Knowledge of accounting software, QuickBooks and Blackbaud NXT a plus
• Experience managing and reporting multiyear pledges and government grants

To apply for this role, please click here to submit your application. 

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