Associate Vice President of Finance and Administration

Essential Duties and Requirements:

• Responsible for all accounting, bookkeeping, budget preparation and procurement for all OIC businesses. Accountable for
• developing annual organizational budget per guidance from and with the Vice Presidents and CEO.
• Responsible for timely and accurate submission of all fiscal reports to all stakeholders as prescribed.
• Responsible for timely completion and or facilitation of agency indirect cost rate negotiations.
• Responsible for all preparation of audit process, including but NOT limited to working with the Vice President of Finance
• and Operations and CEO on contract negotiations with the audit firm.
• Responsible for training and development of all agency staff around fiscal matters to assure the compliance of their respective
• responsibilities per regulations of all stakeholders, GAAP and OMB.
• Develops, follows, and reviews agency internal control policies and procedures to ensure compliance with all funders and
• stakeholders’ regulations and requirements to include federal, state, local regulations as well as those prescribed by the Board
• of Directors.
• Prepares all financial reports including income statements and balance sheets for monthly CEO and Vice Presidents, Board
• meetings and the Finance Committee, and other entities as needed.
• Maintains all fiscal and contractual controls in accordance with generally accepted accounting principles, resulting in
• unqualified opinion at completion of each financial audit.
• Responsible for final preparation, review, and final submission of reimbursement packages to funders in a timely and
• accurate manner.
• Serves as the contact person for all reimbursements. Further assures that all monthly expenditures are allocated appropriately
• to respective funding sources.
• Meets regularly with Vice Presidents and the CEO to provide updates on fiscal conditions, forecasts and recommendations.
• Reviews reports to analyze projections of expenditures and income against actual figures, budgeted expenses against final
• totals, and coordinates methods of improving fiscal systems and implementation processes as appropriate.
• Confers with Vice Presidents and CEO to coordinate and prioritize budget planning.
• Assists in the development of all grant proposals and/or contracts sought after on behalf of OIC.
• Develops accountability standards for sub-grantees and monitors adherence to established guidelines.
• Manages all fiscal aspects of OIC including resource utilization assessment and projections.
• Performs contract compliance monitoring of OIC sub-grantees to ensure accountability of funding and meeting contract
• deliverables. Duties will also entail the desk audit of reimbursements from the sub-grantees’ agencies.

Key responsibilities of the Job Coach include but are not limited to:

• Engaging participants in ongoing discussions about their employment goals
• Using motivational interviewing techniques as appropriate to help guide participants to goal achievement.
• Developing and producing a professional resume for each participant
• Maintaining weekly contact with participants to track their progress to interview readiness
• Facilitating group sessions and workshops to build employment readiness skills
• Administrative Support
• Regularly discussing each participant’s job start ready progress with colleagues; problem solving with colleagues when needed
• Reviewing participants’ daily performance rating provided by their worksite supervisor
• Maintaining accurate client records in Salesforce; updating progress notes in Salesforce during and after each meeting with
• participants
• Maintaining contact with work crew site supervisors; exercising responsiveness to their concerns
• Recording and reporting monthly progress summaries for each participant, detailing steps taken to resolve challenges and the
• quality of overall participant participation
• Performing other tasks and responsibilities that will be assigned from time to time.
• Must be able to adhere to OIC’s Value Statement by:
• Maintaining respect and professionalism for all stakeholders, namely staff and participants, at all times.
• Maintaining steadfast commitment to quality service for all OIC participants at all times.
• Facilitating open communication in order to foster a productive and professional environment.
• Demonstrating a steadfast commitment to service.
• Maintaining an environment of integrity at all costs.
• Focus and maintaining the effort of development and professional growth.
• Performs additional duties as required by the CEO and Board of Directors.
• Essential Human Resources Responsibilities:
• Ensures optimal usage and efficiencies of OIC’s Paychex HRIS system.
• In collaboration with senior OIC leadership coordinates OIC’s leadership series.
• Serves as the staff liaison to OIC’s Board HR committee.
• Ensures that OIC’s benefits meet the needs of staff, are market compatible, and financially competitive.
• Performs administrative/HR functions including, but not limited to, payroll and benefits coordination; updates and acts as
• custodian of the policy manual with support from the Vice Presidents, CEO and/or appointed staff member.

Qualifications/Experience:

• Bachelor’s Degree in Business Administration, Accounting, or Finance; Master’s degree preferred. A minimum of 10 years of
• professional experience in an Executive management/leadership role, ideally in a rapidly evolving institution.
• 8-10 years of experience in non-profit and/or governmental fiscal management and administration with increasing
• responsibilities for multi-faceted direction and planning, particularly in non-profit sector.
• A minimum of five years of documented successful fiscal grants management experience at the management level is required.
• Working knowledge of Abila MIP fiscal software is not required but a plus.
• Highly organized with an ability to wear multiple hats in a fast-moving environment. A driving force who manages toward
• clarity, solutions stated outcomes per the CEO and VP of Finance. A successful track record in setting priorities, shaping
• processes, guiding investments in people and systems.
• Thorough understanding of project management with the ability to work effectively under pressure to meet tight deadlines
• and goals.
• A strong effective leader of people, a consummate team player with a creative and strategic approach.
• The ability to lead and motivate groups and individuals. A strong ability to think creatively and strategically to successfully
• mediate and negotiate with individuals and groups, internally and externally.
• Able to overcome obstacles to foster harmonious relations and cooperation.
• Strong project management skills with the ability to balance competing priorities, complex situations, and tight deadlines.
• Excellent written, verbal, and interpersonal communications skills.
• Ability to develop and review budgets
• Ability to produce and decipher complex written reports
• Personal qualities of integrity, credibility, loyalty and a strong commitment to the mission of OIC of South Florida