Finance Director

The Willard G. Pierce and Jessie M. Pierce Foundation

PIERCE CEDAR CREEK INSTITUTE

POSITION DESCRIPTION

TITLE: Finance Director

REPORTS TO: Executive Director

STATUS: Salaried Associate (EXEMPT)

DATE: February 2025

ABOUT PIERCE CEDAR CREEK INSTITUTE:

Pierce Cedar Creek Institute (Institute) is a nature center, environmental education facility, and biological field station dedicated to promoting environmental education, sustainable land management, and scientific research. Located on 850 acres of diverse ecosystems, the Institute offers educational programs, research opportunities, and community events that inspire a deeper appreciation for the natural world.

POSITION OVERVIEW:

The Finance Director will oversee the financial operations of the Institute, ensuring accuracy, transparency, and efficiency in all financial processes. This salaried role will be responsible for compiling and managing the budget, preparing financial reports, ensuring compliance with financial policies and procedures, and developing grant financial compliance systems and processes to provide sponsored programs support. The Finance Director will work closely with the Board of Trustees, Executive Director, Business Operations Director, and other department heads to support the Institute’s mission and strategic goals. The Finance Director will be the primary contact with the Institute’s public accounting firm and other outside resources, integrating innovative financial management technology to enhance efficiency and reduce costs.

PERFORMANCE MEASURES:

1. Timely Financial Reporting: Ensure 100% of monthly, quarterly, and annual financial reports are completed and submitted by established deadlines.

2. Other Reporting: Timely preparation and filing of all required taxes and informational reports.

3. Audits, Reviews & Annual Tax Work: Ensure scheduled audits and reviews are completed within established timelines, and audits with an unqualified opinion. Address all management letter recommendations within 30 days. Provide all required documentation and assistance to the Institute’s accounting firm for preparation of the annual 990-PF – Return of Private Foundation within established timelines, and review completed return for timely filing.

4. Budget Oversight & Cost Efficiency Support: Through proactive monitoring, reporting, and collaboration, provide financial guidance and support to all departments to ensure that actual Net Cash Spending does not exceed the approved budget each year. Assist the Executive Director and department heads in identifying and implementing at least three cost-saving measures annually, reducing overall operating expenses while maintaining program effectiveness.

5. Grant Financial Compliance: Develop grant financial compliance systems and processes to support all sponsored program managers in achieving 100% compliance with financial management and reporting requirements (by ensuring accurate financial tracking, timely submissions, and proactive resolution of any discrepancies).

ACCOUNTABILITY:

The Finance Director is accountable to the Executive Director.

PRIMARY DUTIES & ACTIVITIES:

• Responsible for all aspects of the financial records and accounting systems of the Institute, oversees daily accounting activities, and generates financial statements and related reports.
• Coordinates the implementation of shared business systems and processes, including payroll, audits, insurance, and grant compliance, to maintain smooth, transparent, and efficient operations that support the Institute’s mission.
• Directs the work and activities of the Finance Assistant, ensuring accurate and timely completion of duties.
• Oversees and reconciles accounts payable and receivable, monitoring vendor and customer accounts. Reviews all accounts payable documents and approves for posting.
• Oversees cash handling, including petty cash, the cash register, incoming payment logs, bank deposits, check disbursements, and electronic payments.
• Analyzes cash requirements and completes transfers between banks and cash requests from investments, ensuring that all transactions are properly documented and authorized. Prepares cash request letters to Investment Advisors, obtains Board member signatures, and sends to Investment Advisors for processing.
• Documents and obtains approval for annual Foundation grants at the November Board meeting. Prepares Trust Account withdrawal letter, obtains Board member signatures, and sends to Investment Advisors for processing. Prepares accounts payable forms for annual Foundation grants and Payments in Lieu of Taxes, including all supporting documentation and letters.
• Reviews and reconciles all bank accounts every month.
• Reviews and reconciles monthly statements provided by the Institute’s investment advisors. Unusual transactions are investigated to ensure propriety. All accounts are reconciled individually and in total, yielding appropriate month-end entries and ensuring that book balances agree to statement balances with any reconciling differences explained.
• Responsible for monitoring the use of credit accounts to ensure purchases are approved and processed promptly.
• Periodically analyzes Institute bank accounts and credit cards to ensure these accounts support the best interests of the Institute.
• Maintains fixed asset records, working with staff to track and maintain an accurate inventory of capital items.
• Oversees and/or completes supporting documentation, preparation, and filing of monthly, quarterly, annual, and other local, state, and federal tax remittances, returns, and informational filings.
• Completes the monthly and annual closing process, making all final adjustments and allocations, performing all needed reconciliations, and documenting account balances.
• Supports staff financial needs, preparing specific department reports, as requested. Provides reports to staff responsible for explaining monthly variances from budget.
• Collaborates with HR & Business Operations Director to align financial planning with staffing and operational needs, ensuring payroll, benefits, and personnel expenses are sustainable, accurate, and compliant with budget and employment regulations.
• Responsible for leading the development and compilation, implementation, and monitoring of the annual operating budget. Provide reports and financial data to staff to assist them with budget preparation and tracking.
• Provides support to the Executive Director, including assistance with Board matters and investment advisors and attendance at Investment Committee and Board meetings.
• In years selected for audit or review, coordinates the schedule, prepares work papers and supporting documentation, and supports auditors before, during, and after the audit or review process. Works with the Audit/Finance Committee and attends meetings as requested.

Financial Management and Reporting Requirements for Grants:

• (Budget Adherence) Ensure funds are spent according to the approved budget and within allowable costs.
• (Expense Tracking) Maintain accurate records of all expenditures related to the grant.
• (Match Requirements) Ensure compliance with cost-sharing or matching fund commitments, if applicable.
• (Indirect Cost Rates) Apply correct indirect cost rates as approved by the grantor.
• (Timely Financial Reports) Prepare required financial reports on schedule (quarterly, annually, etc.).
• (Audit Preparedness) Maintain organized financial documentation for potential internal or external audits.

POSITION REQUIREMENTS:

• Broad and thorough understanding of accounting principles and their practical application.
• Minimum of 3-5 years of experience in financial management, preferably in a nonprofit organization.
• Proficiency in QuickBooks or similar accounting software, Microsoft Office, and Google Workspace.
• Strong understanding of nonprofit financial practices, including grant management.
• Basic knowledge of IT systems and ability to adopt and implement new technologies.
• Excellent analytical, organizational, and problem-solving skills.
• Ability to communicate complex financial information clearly to non-financial stakeholders.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and manage multiple priorities.
• Commitment to the Pierce Cedar Creek Institute mission.

ORGANIZATIONAL RESPONSIBILITY: The Finance Director is responsible for informing the Executive Director about budget, financial, or operational concerns, issues, or opportunities. This is a leadership position requiring the Finance Director to work effectively with all staff members, Foundation Board members, and volunteers.

SUPERVISORY RESPONSIBILITY: The Finance Director is responsible for the direct supervision and management of the Finance Assistant.

COMPENSATION: This is a salaried position offering competitive compensation based on experience and aligned with a nonprofit budget.

SALARY RANGE: $65,000-$68,000

BENEFITS:

• Health, Dental, and Vision Insurance
• Retirement Plan
• Paid Time Off

WORK LOCATION: In Person

Job Type: Full-time

Pay: $65,000.00 - $68,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $65,000 - $68,000