Finance Manager

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Training & development
• Vision insurance

REPORTS TO: Executive Director

The Finance Manager is the day-to-day manager of M&BPN’s fiscal records. Working closely with the Executive Director, the Finance Manager maintains all fiscal records in strict confidentiality and according to Generally Accepted Accounting Principles.

Responsibilities:
1) Agency fiscal management.

• Be familiar with and manage the (Fund EZ) accounting programs of the agency; ensure an appropriate chart of accounts and accurate allocation of income and expense according to Grant Funding designations.
• Monitor all expenditures and prepare reports as necessary, including monthly, quarterly and annual reports for administration and Board of Directors.
• Budget development: Assist the Executive Director with development of annual individual program budgets as well as agency budget.
• Board Finance Committee: the finance manager is staff to the Finance Committee, responsible for attending all meetings, advanced preparation of the requested materials, note taking during meeting and preparation of meeting minutes.
• Know and comply with the agency’s Finance policy; ensure approved processes are followed.
• Assist with the agency’s annual audit - prepare all financial information in advance of the auditor’s review, provide back-up documentation as required, and comply with all regulations as required by

law, agency contracts and the administration.

2) Payroll

• Bi-weekly ADP payroll processing - review and verification of employee time sheets, preparation of pay documentation for external payroll service
• Maintain accurate and organized filing system for all employee payroll records.

3) Employee Benefits Management

• Maintain working knowledge of agency benefit package for employees and applicable eligibility periods.
• Monitor annual (and accrual) documentation of all employees paid time benefits (sick, holiday, vacation, personal, other PTO).
• Manage agency 401K payments/obligations & ensure timely payments.
• Maintain accurate and organized filing system for all employee benefits records.

4) Manage agency revenue and expenditure

• Record all accounts payable upon receipt by organization; prepare payments according to schedule determined by administration, ensuring timely payments to all vendors.
• Record all agency revenue by Funders; verify payments are consistent with agency grants, contracts, and/or other services.
• Reconcile all agency bank accounts monthly. Provide system generated reconciliation report for Executive Director review and approval.

5) Grants management

• Maintain contract and vouchering processes for all agency services/programs.
• Follow agency policy for tracking revenue and expenses by grant/contract program.
• Maintain separate record-keeping for all contracts/programs to ensure program-specific recording and reporting of revenues and expenditures. For expenses which are allocated across programs, ensure adherence to agency approved cost allocation system.
• Prepare contract/program specific expense reports and vouchers according to each funder’s protocol and in compliance with required submission schedule.
• As authorized by the Executive Director, act as agency representative for fiscal information to all fiscal agents of contract funding sources.
• Monitor all contract/program budgets and expenditures to ensure compliance with legally approved contracts; advise the Executive Director of need for budget modifications or timely budget management (appropriate timing of expenditures and year end close-out).
• Prepare final program reconciliation reports for administration (and funder) as required.
• Assist the Executive Director (or program directors as designated by the ED) with new or renewal program-specific budgets.
• Maintain accurate and organized filing system for all (and each) agency contract/program. Ensure adherence to federal, state or funder-specific requirements for fiscal record keeping.

6) Contract Management Services: In addition to the agency, perform accounting duties for the Association of Perinatal Networks of NY: Maintain all financial records for this small advocacy organization.

7) Work with the Development Coordinator and administration for donor and development activities, recording and tracking donations and receipts.

8) Coordinate special projects and other duties as requested by the Executive Director.

9) Attend advanced educational training courses as suggested or required by the Executive Director to maintain personal and agency expertise in fiscal management.

Areas of Expertise:
< Knowledge and experience in general business accounting procedures.
< Strong mathematic and organizational skills
< Effective oral and written communication skills
< Ability to work independently
< Knowledge and experience with information systems programs and operations.

Minimum Qualifications:
< Bachelor’s degree in accounting or business administration with three to five years relevant accounting experience, preferably with fund and/or government accounting, grants management and/or non-profit accounting.
< Computer program applications: Excel, Fund EZ, Quick Books Online, or other accounting software programs.

Required:
< Current certification as a Notary, or attainment w/in 60 days of employment.

THE POSITION OF THE FINANCE MANAGER IS A FULL-TIME, NON- EXEMPT POSITION, AND SUBJECT TO THE PROVISIONS OF THE FAIR LABOR STANDARDS ACT.