Director of Finance and Operations

Location: Kalamazoo, MI, 49001

Skills: Director of Finance and Operations

The Director of Finance and Operations (DFO) will be responsible for overseeing the financial and operational aspects of the organization. This includes managing the budget, financial reporting, and ensuring compliance with all regulatory requirements. The DFO will also be responsible for leading and managing the day-to-day operations of the organization, including facilities management, and IT. The role provides expertise in fiscal, operational, and non-profit management and partners with the leadership team in strategic decision-making. The DFO reports to the Executive Director, interacts with the Board Treasurer on fiscal matters, and supervises members of the finance team and Operations Manager. 

Responsibilities:

• Develop and manage the organization's budget
• Prepare financial reports and analysis for the leadership team, finance committee and board of directors
• Ensure compliance with all regulatory requirements
• Manage the day-to-day operations of the organization, including facilities management, and IT
• Develop and implement policies and procedures to improve operational efficiency
• Collaborate with other departments to ensure the organization's goals are met
• Provide leadership and guidance to the finance and operations team
• Perform all balance sheet reconciliations (bank accounts, investments, prepaids, deposits, accruals, depreciation, etc.) and prepare month-end close
• Manage and track deferred revenue and maintain an updated grid of release from restriction
• Oversee grant and donor receivables and coordinate tracking with the development team
• Oversee documentation of pro bono revenue, fiscal agency, and other special revenue and invoicing needs
• Manage restricted funds or other funds in full compliance with relevant OMB and CFR guidance, and grant awards
• Negotiate, prepare, and manage sub-contracts and sub-grants, including training of sub-grantees in compliance with all regulations, laws, and grant requirements
• Set up and manage people and systems to ensure adherence to restricted grant budgets, including periodic updates on budget variance and preparation of budget modification documents.
• Develop and manage general ledger and fund accounting systems and procedures, coding payroll and other expenses to various programs through monthly cost allocations
• Select, set up, and manage fiscal and payroll systems to ensure timely and accurate use and reporting
• Ensure all fiscal policies, procedures, and documentation requirements are adequate to protect the organization
• Manage the annual audit process and serve as the primary liaison with the audit firm
• Oversee tax preparation and filing
• Oversee management and maintenance of all office systems and facilities
• Develop and oversee document retention policies and manage the disposal of records
• Develop and oversee risk assessment and emergency planning policies and procedures
• Oversee organizational insurance policies and ensure the organization is adequately covered
• Ensure emergency and security policies and procedures are understood and followed, including cyber-security procedures
• Oversee compliance with state and federal registration and reporting obligations, including state charity registrations
• Oversee financial and facility preparation for monitoring visits from funders.
• Protects confidential information and adheres to policies and procedures, regulations, and contract requirements
• Uphold the rights of all clients. Be continually aware of these rights and act following these rights. Interact in ways that establish a climate of respect for human dignity
• Represent the organization in a professional manner
• Accepts supervision and guidance and actively participates in efforts to improve the quality of performance. Work cooperatively with representatives of all departments
• Demonstrate interactions that communicate respect, support, safety, and security such that co-workers feel challenged to become invested in learning and excellence. This includes the following functions:
• Communication
  • Facilitate communication of strategic goals both internally and externally.
  • Lead monthly staff meetings.
  • Provide performance-based coaching and supervision to assigned staff through both formal and informal meetings.
  • Participate as a liaison to, or member of, organizational committees as assigned.
  • Act as a liaison to external partners.
  • Build and maintain relationships with identified sources for organizational development and quality response to client and organizational needs.
• Motivate Teams
  • Develop relationships and address concerns while offering solutions.
  • Offer options when making requests for action.
  • Foster an environment for self-direction and correction.
• Create a Positive Environment of Learning and Accountability
  • Provide specific, timely, and respectful coaching and feedback.
  • Build development plans with employees and actively seeks out opportunities to achieve learning and development goals.
  • Mentor staff or encourage staff to identify mentors internal or external to the organization.
• Delegate
  • Divide overall work into components and determine what can be delegated.
  • Set and communicate context, purpose, and long-term benefits to empower others to take greater responsibility.
  • Recommend the assignment of responsibility and authority to others based on their ability and potential.
  • Express appreciation to others for taking on tasks.
  • Give others the freedom to have control of assigned tasks and duties.
• Understands client needs by demonstrating knowledge of community housing and homelessness issues and the organization’s response in providing solutions.
• Infuses pride in organizational values and mission by acting with integrity, honesty, and knowledge that promotes culture and mission.
• Execute cross-training/backup processes to meet ongoing direct client services to accomplish the organization’s mission.

Requirements:

• Bachelor's degree in finance, accounting, or a related field
• 5 years of experience in finance and operations management
• Strong leadership and management skills
• Excellent communication and interpersonal skills
• Ability to work in a fast-paced environment and manage multiple priorities
• Experience with financial reporting and analysis
• Knowledge of regulatory requirements and compliance
• Experience with facilities management, and IT