POSITION:   Director, Finance and Administration      DEPT:   OPERATIONS
Reports to:  CEO                                                                    Status:  Exempt
Updated: January 2015
 
JOB SUMMARY:  The Director, Finance and Operations is responsible for the delivery of cost effective and efficient accounting and financial and operational systems, policies and processes that meet the current and future business requirements of the organization.  Manage the day to day administrative operations for:  finance and accounting; human resource functions including payroll oversight; facilities and IT/office equipment management; and support to the CEO, leadership team and Board of Directors. 
 
Performs in this position in accordance with the organization’s expectations for animal care, teamwork, and interpersonal relations, and actively contributes to improving service delivery, communication and consistency. 
RESPONSIBILITIES:
 
Finance, Accounting & Revenue Management

• Ensure VBSPCA is in compliance with all internal policies and relevant regulations and filings are completed in a timely manner.
• Coordinate with outside auditor as needed for completion of annual audit and Form 990.
• Support the annual business plan development and budgeting process.
• Prepare the financial section of the annual report.
• Ensure appropriate tracking of grant revenue and expenditures.
• Analyze income statement budget variances and provide explanations to CEO and Treasurer.
• Manage ongoing banking relationships for maximum efficiency
• Invoice oversight: audit/match purchase authorizations with invoices. Code with general ledger account number and key all invoices into Sage accounting software.
• Ensure that checks are processed based on vendor payment terms. Coordinate with Board Treasurer and CEO for signatures and mail checks prior to due dates.
• As needed, reconcile bank statement for operating account and Paypal account. Record adjusting journal entries in Sage accounting software.
• Generate monthly income statement and balance sheet. Review asset and liability accounts on balance sheet.
• Provide reports to department managers to assist in tracking their income and expenses. 

 
 
Human Resource and Payroll:

• Manage the day to day HR functions including:
  • Employee Handbook policies & procedures
  • Employee relations
• Working with hiring managers, oversee recruiting process including:
  • Advertising of vacancies
  • Reference and background checks
  • New hire orientation
• Oversee and audit biweekly payroll processing.
• Ensure that personnel records are kept in a confidential and compliant manner.
• Manage all elements of the employee insurance program including working with brokers to secure the best policies and rates.
• Work with broker at renewal for medical, dental and vision insurance open enrollment.
• Assist with filing responses to unemployment claims and telephone fact finding interviews.

 
Facilities and Information Technology

• Obtain and maintain in the most cost efficient manner the necessary office equipment for executing the business of the organization.
• Coordinate with an independent IT vendor to ensure appropriate and functional information technology systems.
• Work with program directors and managers to ensure appropriate upkeep and maintenance of facilities.

 
Board of Directors:

• Ensure all administrative elements for monthly Board meetings are executed in a timely and accurate manner.
• Complete Financial Summary Report for Treasurer when he is unable to do so.

KNOWLEDGE AND SKILL REQUIREMENTS:
·      Bachelor’s Degree in finance or accounting.  CPA preferred.
·      Minimum 5-years finance and operations experience. Non-profit experience preferred.
·      Minimum 3-years Payroll administration.
·      Experience managing human resources functions
·      Excellent attention to detail.
·      Superior computer skills with a range of programs including payroll; accounts management; and micro-soft.
·      Experience working with Board of Directors.
·      Ability to keep all work related files and matters confidential.
·      Ability to function well as a team member.
·      Must be able to work flexible hours, including evenings and weekends, in a fast-paced setting.
 
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• Ability to lift 20 lbs.
• Ability to be around animals and wildlife.
• Ability to sit, talk, hear, stand, walk; use hands and fingers, handle or operate objects, reach with hands and arms; climb and balance; stoop, kneel, crouch, and crawl.
• Must be able to move throughout the building as needed throughout the day.
• May be exposed to cleaning chemicals and offensive odors.

 
 
DISCLAIMER:
I have read my Job Description.  I understand the information contained in the Job Description.  I further understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts or PHYSICAL REQUIREMENTS/ WORKING CONDITIONS associated with my job.  I may be required to perform additional tasks necessary to meet standards of quality and care.


To Apply
 
This position offers a competitive salary and benefits.  All inquiries will be held in strict confidence.
 
Virginia Beach SPCA is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria.
 
Kistner Eddy Executive Services, Inc. (KEES) is providing Search Assistance to Virginia Beach SPCA to develop and screen a pool of qualified candidates.  Virginia Beach SPCA will conduct interviews and make the hiring decision.  This project is being managed by Laura Weinman, Senior Consultant at Kistner Eddy Executive Services, Inc. (KEES).    
 
To apply, candidates must complete the online application at https://alfordexecutivesearch.applicantstack.com/x/openings and thereon submit their cover letter and resume.  To assure confidential tracking of all applicants, no applications will be accepted via email. Questions may be addressed to Ms. Weinman at lweinman@alfordexecutivesearch.com.
 
Kistner Eddy Executive Services is a retained search firm dedicated to providing recruitment services of exceptional quality and strengthening not-for-profit and public institutions through professional staffing solutions. For more information on KEES and our sister company, Alford
Executive search, please visit www.alfordexecutivesearch.com.