Essential Duties and Responsibilities: The Chief Finance and Administration Officer serves as a member of the agency’s executive leadership team and participates in key decisions pertaining to strategic initiatives, operating models and operational execution. This position leads, manages, and develops the agency’s finance and administrative team ensuring responsibilities; authorities and accountability of all direct subordinates are defined and understood. This position provides leadership, oversight and administrative direction to finance, human resources, information technology, and facilities maintenance.
Finance and Management Responsibilities:
Responsible for the financial management strategy including direct responsibility for the agency’s accounting, finance, forecasting, budget, strategic planning, oversight of all public contracts/agreements, and partnership compliance.
Establish, maintain, and enforce the agency’s financial policies and accounting control procedures. Make recommendations for policy changes and process improvements including greater automation of the finance and grant process system.
Monitor cash flow and prepare 18-month cash flow projection. Communicate status to the Executive Director and to the finance committee of the board.
Prepares, monitor and review accounting and related system reports for accuracy and completeness.
Supervise the input and handling of financial data and reports
Resolve accounting discrepancies
Prepare year-end financial reports and audit schedules
Ensure that bookkeeping tasks are completed in a timely and accurate manner: AR, AP, cash receipts, payroll, allocations, reconciliations, journal entries; approves adjusting journal entries by the staff accountant to the general ledger; set-up all online bill payments.
Oversee agency payroll process and reporting of tax payments.
Accounts for all financial transactions according to GAAP utilizing accounting software.
Monitor grant spending and ensure maximization of all public and private grants based on funders program year. Seek approval for line-item changes and/or budget amendments as necessary.
Produce, analyze and present monthly financial statements and ad hoc reports, as requested, for review of the board of director’s finance committee and Executive Director.
Oversee and lead annual the annual budgeting and planning process in conjunction with the Executive Director and leadership team (managers and directors). Review all program budgets and prepare quarterly budget to actual report for program managers and directors.
Implement the agency’s contracts management and financial management reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements; work closely with program managers to assure maximum utilization of contract resources.
Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
Make approval or rejection recommendations of vendors, contracts, lines of credit.
Oversee monthly ACH payments and EFT transactions.
Provide supervision to all finance staff members and IT contractor, ensuring all accounting and IT tasks are completed
Develop annual strategic goals for the finance and administration department as it relates to the strategic plan or other internal plans.
Monitor and audit sub-grantees as required under funder rules and regulations.
Approve the submission of sub-grantee’s billings and vouchers for payment.
Review agency’s billings and drawdown funds in HUD’s eLOCCS system.
Prepare budgets for all public and private grant applications.
Prepare and submit all financial reports (quarterly, annually, etc) for all public and private contracts, agreements and grants by deadline.
Perform monthly bank reconciliation of agency cash accounts. Review petty cash reconciliation.
Organize work and establish priorities within the department.
Remain current on legal and regulatory changes which many affect the financial and administrative operations of the organization. Interprets implication of changes in local, state and federal regulation changes.
Operations, IT, and Facilities:
Review and renew insurance policies (liability/property, Directors and Officers, health etc.) in conjunction with the Executive Director.
Manage the coordination of phone and internet services and vendors for the organization, ensuring the smooth integration of these technologies.
Initiate new ideas for systems that could increase efficiencies and enhance the use of technology for the staff and organization.
Administers the agency’s document retention and destruction policy.
Maintains the agency’s human resource files and assists employees and AmeriCorps members with background checks, employment forms, policy and procedures. Review and audit files for completeness.
Administer and oversee all EE benefits
Coordinates enrollment SIMPLE IRA employee contribution plan and coordinates and maintains group insurance records for medical, life and other coverage for employees.
Sets employee performance expectations and evaluates performance results for areas of responsibility.
Establish a solid rapport with public funders.
Serves ex-officio on the organization’s Finance Committee.
Attends monthly Board of Director’s meetings.
Performs other related duties as assigned by the Executive Director
Actively participate in all-staff meetings.
Attend professional staff trainings as scheduled; train agency staff on financial related policies as needed.
Work collaboratively with agency staff.
Represent the agency in a professional and ethical manner.
Maintain an active team approach with all staff in all work-related situations and with the staff of other agencies/organizations when collaborating on shared programs/grants.
Other duties as assigned.
Hours of work: 37.5 hours per week
Minimum Qualifications: Master of Accounting or Business Administration degree or at least 10 years of increasingly responsible financial management experience, including complex fund and grant accounting; compliance and reporting with multiple programs with a budget of at least $7 million. A minimum of 5 years in a leadership capacity and successfully managing and developing a strong finance team. Oversight experience in Information Technology, Human Resources and business operations management a plus.
Skills required: High standards for accountability, controls, timeliness, reporting and accuracy. Strong organizational skills. Competency in Microsoft Word and mastery of Excel. Experience in contract and grant administration. Proficiency in accounting software (i.e. Abila MIP). Strong working knowledge of Generally Accepted Accounting Policies. Accrual Accounting and Fund Accounting. Strong attention to detail. Strategic perspective and team oriented with demonstrated ability to build and sustain working relationships with both funders and partner agencies.
Additional Salary Information: Excellent Benefits:
Full health benefits (currently Blue Cross Blue Shield Choice), dental insurance, life insurance benefits, retirement plan (SIMPLE IRA), 9 paid holidays, 10 annual sick days, three-weeks vacation, 4 personal days after the first year.
About Housing Forward
The mission of Housing Forward is to transition people from housing crisis to housing stability. Since 1992, Housing Forward has developed a unique, integrated approach that has transformed the lives of more than 17,000 people. Our solution is comprehensive and long-term, providing a full continuum of prevention, outreach shelter, services and housing.
We are an energetic and dynamic team of professionals focused on ending homelessness for those we service. We value - client-centered services delivered with dignity and respect, collaborative relationships, open communication and information sharing, community support, and integrity, passion and perseverance in our work.