The Society of the Four Arts, a non-profit arts and cultural organization based in Palm Beach, Florida is seeking to hire a full-time Finance Director to join its team.
FINANCE DIRECTOR POSITION - OVERVIEW
General: The Finance Director is currently responsible for finance, accounting, budget, benefits, payroll, and other functions, with the Organization evaluating a move to a PEO platform in the near term. Direct supervision of Accounting Department. Prepare reports for finance, audit, and compensation committee meetings. Participate at investment meetings and is the liaison between the endowment adviser and endowment custodian. Company contact with outside auditor, tax accountant, pension attorney, benefits attorney, pension administrators, commercial/benefits insurance agents, endowment adviser, endowment custodian, and stockbroker.
Accounting: Oversee or prepare the reconciliation of assets, liabilities, revenues, and expenses on a monthly basis which include, pledge receivables, deposits, work in process, capital projects, prepaid expenses, accounts payable, benefits/obligation, sales tax, 1099-MISC, 1042-S, donation revenues, and point of sale transactions. Prepare cash transfers between accounts and review internal inventory audits. Responsible for overseeing the check export file, outgoing wires, and incoming ACH/wires. Final review of accounts payable invoices and mail out the weekly vendor checks. Review existing internal controls and create new ones as needed. Open and close the fiscal year and accounting modules.
Audit: Contact with outside auditor. Oversee or prepare audit worksheets. Responsible for executing and following up the audit management letter comments.
Financial Statements: Review Statement of Position and Statement of Activities. Discuss monthly report with Treasurer and President. Prepare the financial statements and Treasurer’s Report for Board meetings. Post reports to the Board of Trustees website.
Budget: Oversee or prepare departmental budget worksheets. Set up budget meetings with managers and President to review the budgets. Input budget data into the accounting system. Distribute final budget reports to managers. Write budget narratives and prepare or oversee the financial reports. Review reports with President and Treasurer. Present budget to the Finance and Executive Committees. Post reports to the Board of Trustees website.
Development: Prepare or oversee preparation of the weekly giving analysis report for Advancement Director. Assist the Advancement Department with capital campaign and fundraising event reports. Oversee the preparation of donor tax receipts for contributions and fundraising event ticket receipts. Point of contact for questions about charitable contribution receipts and tax vs non-tax deductibility. Prepare the financial request and financial reports for the Town of Palm Beach library appropriation and the Palm Beach County Cultural Council grant.
Payroll: Maintain Paychex payroll system of over 50 employees. Set up new hires and process terminations. Process the final step in payroll, print out/file payroll reports, and review bi-weekly benefits. Ensure benefit payments are submitted to the plan administrators. Reconcile W-2s to Paychex reports. Overall responsibility for all Paychex modules (Preview, time & labor, human resources, retirement services, and employer share responsibility). (NOTE – the Organization is evaluating moving to a PEO platform. Therefore, a majority of these duties may be relieved in time).
Benefits: Reconcile benefits to Paychex and plan administrator records. Review annual 401k match and submit Forms 5500/8955 with President’s approval. Calculate the 457b pension plan distribution and draft correspondence sent to the retired employees. Ensure the 457b pension funds are properly disbursed through the pension administrator and Paychex. Responsible for recordkeeping of employee benefits including pension, health, dental, health savings account, Medical Premium POP plan, and Cobra. As benefits change, work with the benefits attorney or consultant to update the plan documents. Schedule staff benefit meetings with benefits consultant. Review Employer Share Responsibility Analysis. (NOTE – the Organization is evaluating moving to a PEO platform. Therefore, a majority of these duties may be relieved in time).
Human Resources: Assist the President in human resources and work with the Organization’s human resource attorney. Responsible for the employment files, onboarding and confidential, including the employment documents and confidential correspondence. Ensure job descriptions are up to date and in compliance with exempt vs non-exempt classifications. Work with HR attorney on projects related to labor laws, OSHA, timesheets, employee handbook, employee policies, and COVID-19. Perform the background check for new employees and send employment welcome letters that explain pay and benefits. Ensure all departments continue to update job descriptions for new employees and update their departmental policy and procedures manuals. Research and compile salary surveys for raise information. Prepare final compensation reports for President’s review. Draft employee raise letter for President’s signature and distribute this to Department Directors, who give to their staff. Complete the online reporting to the State of Florida for seasonal worker unemployment claims. (NOTE – the Organization is evaluating moving to a PEO platform. Therefore, a majority of these duties may be relieved in time).
Investments: Company contact for the endowment investment manager and liaison with the Investment Committee. Reconcile and post the sub-fund accounting report to the general ledger. Set up investment committee meetings. Calculate annual spending rule. Maintain endowment/custodian files, including instructions for transfers, trading and authorized signor/access records. Liaison with endowment consultant to execute trading letters of authorization.
Commercial Insurance: Contact for commercial insurance policies, including the building, contents, liability, flood, and workers compensation. Meet with insurance agents. Complete the annual applications for President’s signature. Coordinate walkthroughs and order the appraisals, if needed. Review and recommend updates for the commercial insurance policies. Oversee the collection of certificates of insurance. Complete the Worker’s Compensation fiscal year audit.
Tax Returns & Filings: Prepare Florida Charitable License, Florida Corporation Annual Reports (Four Arts/Embassy), and Form 1042 Forms (foreign artists). Oversee the preparation of the Florida state sales tax return and Form 1099-Misc. Gather documents and prepare or oversee the preparation of supporting tax schedules for the Form 990 and Form 1020 (which are prepared by the auditing firm).
Other: Prepare and help execute financial Corporate Resolutions. Follow guidance under the Accountable Expense Plans. Point of contact (along with President) for the American Association of Museum (AAM) accreditation (every 10-15 years) and over its preparation and submission.
Meetings: Attend the Finance, Audit, IT, Investment, Building / Grounds, Advancement and Compensation Committee meetings. Prepare agenda, reports, and minutes for the Finance, Audit and Compensation Committees. Attend the Executive and Board of Trustees meetings during the financial presentation.
This position reports directly to the Chief Executive Officer and supervises a department of four (4) full time employees.
The Finance Director will be a top-notch administrator who will also have the following experience and qualifications:
Proven track record as a Finance Director (or similar role) within the non-profit industry. A minimum of 10 years of prior experience is required.
Holds a Certified Public Accountant (CPA) license in good standing with the respective State Board of Accountancy.
Strong knowledge of fund accounting and non-profit specific accounting requirements, including recent pronouncements and those pertaining to contributions / exchanges.
Strong knowledge of Microsoft Office, Great Plains Accounting System (preferred) and FRX/Management Reporter (financial statement software - preferred).
Knowledge of CRM systems (for example, SalesForce) and Paychex (preferred). A new CRM search is ongoing
Required experience in performing payroll and HR functions. Although the Organization is evaluating a move to a PEO Platform, this will not be complete at the time of hire
Communication skills in presenting monthly financial data and analytics to members of management and the Board of Trustees
Ability to be collaborative, inclusive, tech savvy and motivate and maximize the skills of staff
Ability to work in a team environment with staff, department heads, the President and Board of Trustees to further the mission and vision of the Organization
Ability to perform work duties in person at the Organizational headquarters in Palm Beach, Florida.
Annual bonuses as approved by the Board of Trustees
35-hour work week (9:00am to 5:00pm), Monday through Friday
Summer Flex Days. From June through September, the work week is reduced to four (4) days
Health and Dental Insurance
Health Saving Account Plan
401(k) Retirement Plan with a generous match and full vesting
457b Deferred Compensation Plan
Sicks days that are fully allocated upon hire
Working with professionals in the fine arts and cultural sector
Additional Salary Information: Salary negotiable depending on qualifications.
About The Society of the Four Arts
The Society of the Four Arts (the “Four Arts”) was founded in 1936 to offer quality cultural programming
in drama, art, music, and literature to the growing resort community of Palm Beach, Florida. Each season,
the Four Arts offers a lineup of notable speakers, concerts, films, educational programs, and art
exhibitions that are popular and often oversubscribed. The campus is home to sculpture and botanical
gardens, an art gallery and 700-seat auditorium, a library, a children’s library, and a state-of-the-art
educational facility. All the Four Arts’ programs are open to the public.
The Esther B. O’Keeffe Gallery Building, designed by architect Addison Mizner, is home to a diverse and
ever-changing schedule of traveling art exhibitions. Also, in the O’Keeffe, the Walter S. Gubelmann
Auditorium hosts the Esther B. O’Keeffe Speaker Series with notable speakers from the fields of politics,
culture, and the media, a classical music program featuring individual artists and chamber music
performances, as well as popular broadcasts of The Met: Live in HD, the Bolshoi Ballet, and National
Theatre of London productions offered throughout the season.
The recently renovated Fou...r Arts King Library, which serves as the town library for Palm Beach, boasts a
collection of more than 70,000 books, periodicals, DVDs, and other media. The Children’s Library offers
a free story time program twice a week for preschool-aged children, and special events for children of
all ages throughout the year.
The Dixon Education Building is home to Campus on the Lake cultural education programs, which include
lectures, workshops, classes, and field trips exploring the topics of art, music, literature, drama, and the
art of living well. Each program features outstanding international and local speakers who pursue varied
forms of the arts. With classrooms, an auditorium, an art studio, and even an apartment for a visiting
artist, the Dixon Education Building serves as Palm Beach County’s home for lifelong learning.
The Four Arts Botanical Gardens are demonstration gardens designed in 1938 by members of The Garden
Club of Palm Beach to help new arrivals to South Florida who were struggling with gardening in the
state’s tropical climate. The Garden Club continues to maintain the Botanical Gardens today. Adjacent
to the botanical gardens is the Philip Hulitar Sculpture Garden, which showcases sculptures in an outdoor
setting. The gardens are open seven days a week, and there is no charge for admission.
The Four Arts (https://www.fourarts.org) is governed by an active and engaged Board of Trustees. With
a dedicated staff of 52 employees, 37 full time and the others being part time and seasonal, and a
membership of 1,164, the Four Arts has just over $100 million in assets with an annual operating budget
of approximately $10 million and a growing endowment of over $43 million. The Society was profitable
last year and also projects a surplus for the 2020/2021 Season. The Society, which is in excellent financial
condition, enjoys the support of its extremely loyal and generous membership base as well as the Town
of Palm Beach.