Finance Manager

Description:

Job Description: Finance Manager

Supervised by: Executive Director

Work Location: Fitchburg, WI (Hybrid - required to travel to office 3 times/month)

FLSA Classification: Exempt

Salary Range: $70,000 - $85,000 annually

The Registry, Inc. is dedicated to recognizing and celebrating the accomplishments of educators who nurture and educate children from birth to 12 years of age. Our organization is committed to accurately verifying and tracking professional achievements and growth through various membership opportunities for early childhood care and afterschool educators across the states of Michigan (MiRegistry), Minnesota (Achieve), and Wisconsin (Wisconsin Registry).

Essential Functions:

The Finance Manager plans, organizes, and completes all non-profit accounting related functions within the organization. These areas include, but are not limited to, bookkeeping, financial statement preparation, multi-class/project/department tracking, bill pay, credit card management, policy development, cash management, budgeting, audit preparation, forecasting revenues and expenditures, purchasing, and accounting related contract compliance. The Finance Manager oversees finance and budgeting procedures in alignment with organizational and contract related goals.

Primary Responsibilities include:

Internal Organization Responsibilities

• Manage all accounting functions including accounts payable, accounts receivable, electronic banking, monthly reconciliations, and month-end.
• Collaborate with the Executive Director, Directors of Operation, and/or Director of Human Resources to develop long-term financial strategies, identify potential risks and opportunities for the organization which could include breakdown by the three state contracts (Wisconsin Registry, MiRegistry, Achieve-MN).
• Analyze expenses, identify cost-saving measures, and implement strategies to optimize operational efficiencies for individual state contracts and the organization.
• Implement and monitor appropriate internal controls to ensure compliance with U.S. GAAP and other statutory requirements, as well as compliance with The Registry, Inc. policies and procedures.
• Record organization financial activity in QuickBooks Online.
• Monitor agency credit card activity, processing and payment of disbursements, and making weekly deposits.
• Prepare invoices as requested.
• Prepare financial statements, reconciliations, and reports related to financial affairs.
• Complete contract and grant claim reporting in accordance with each contract to ensure timely expense reimbursement.
• Review contractual expenditures to ensure accuracy and conformity with applicable controls and guidelines. Notify appropriate persons and/or take corrective actions as necessary.
• Review and strengthen financial and accounting internal controls to ensure protection of financial resources.
• Formulate and enforce policies and procedures regarding disbursements.
• Prepare for annual audit, schedule audit, and work with auditors in answering questions, providing necessary information and explaining accounting/financial system, review audit results, and implement necessary/recommended internal controls and/or other revisions.
• Maintain fixed asset inventory, facilities inventory, and work with Executive Director and/or Director of Information Management on disposal of property.
• Prepare annual budget for Executive Director and Governing Board approval, including review of budget-to-actual comparisons.
• Prepare department budgets and monitor expenditures for compliance within the approved budget. Supervise contract spenddowns and analyze budget revenues/ expenditures as needed.
• Provide information, specific analysis, and appropriate training to others on financial and budgeting issues.
• Meet consistently with departments/Directors of Operations regarding budget forecasting and spenddown.
• Provide relevant and current fiscal information for funder consideration, upon request.
• Oversee and take responsibility for all financial procedures and records.
• In partnership with the Director of Human Resources, accurately and timely process payroll transactions, including new hires, terminations, salary changes, and deductions.
• Maintain payroll records to ensure compliance with applicable laws, regulations, and audit requirements.
• Assist the Executive Director in making finance-related decisions by providing relevant and current fiscal information of the Agency.
• Research, evaluate, develop, and recommend general financial policies, procedures, manuals, and modifications to existing methods that help improve effectiveness and efficiency.
• Provide fiscal guidance in contract negotiations and contract management.
• Participate actively within the Leadership Team to meet contract deliverables and strategic goals.
• Attend the weekly Leadership and Team Staff meetings.

Client, Partners, and Community Relations

• Maintain positive relationships with clients, external partners (i.e. Paylocity, Park Bank, Wegner CPAs), vendors (i.e. Gordon Flesch), and community associations.
• Partner with Wegner CPA on annual audit process.
• Stay abreast of financials that may impact our non-profit organization, our current employee benefit offerings, and legal compliance.
• Work with partner groups to increase awareness of Agency fiscal needs.
• Attend any partner meetings as needed or requested.

Board Relationships and Collaboration

• Attend the Governing Board meetings and respond to inquiries or concerns related to organizational financials.
• Prepare financial statements for Governing Board meetings prior to the meetings for review with the Board Finance Committee.
• Present financial reports to the Governing Board at meetings.
• Provide the Governing Board with relevant and current fiscal information for its consideration regarding governance decisions, including verbal and written reports.
• Serves on the Board Finance Committee, providing insight into current actuals and/or future financial projections.

This job description describes the general nature and scope of responsibilities for this position. Please note other duties and responsibilities may be assigned or removed at any time.

Requirements:

Education and Experience:

• Degree in higher education from an accredited college or university in finance, accounting, or related field. Commensurate prior professional experience of at least five years progressive work experience in finance with a similar organization.
• Preferred candidate will have at least two years’ nonprofit experience with multiple funding streams.

Skills and Ability:

• Professionalism: Ability to work in a highly political and professional climate where judgment calls will be a key component.
• Accurate and Efficient Data Entry: Proficient in data entry with a minimum typing speed of 45 words per minute.
• Computer Competence: Knowledgeable in computer systems and various software, including Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Human Resource Information Systems (HRIS). Familiar with office equipment, scanners, printers, and Bluetooth devices. Advanced experience using Microsoft Excel to manage and track multiple data points. The ability to pull data collected into formulas and pivot tables is preferred.
• Technical Troubleshooting: Skilled in investigating and resolving in-depth data discrepancies, reporting errors, and spreadsheet formula errors.
• Accounting Software: Proficient using QuickBooks Online accounting software to manage, store, and maintain all financial data and records.
• Public Sector and Non-Profit Accounting: Thorough knowledge of accounting practices in the public sector and non-profit, including bookkeeping, budget analysis, preparation of financial statements and internal controls.
• Knowledge of Accrual Based Accounting: Familiarity with the principles and practices relevant to accrual-based accounting.
• Strong Written and Verbal Communication: Ability to share information clearly and effectively to internal and external audiences.
• Independent Work Ethic: Capable of managing and completing multiple assignments and priorities with minimal supervision, demonstrating strong organizational skills.
• Effective Interpersonal Skills: Able to establish and maintain productive working relationships with personnel at all levels of the organization, including building strong partnerships with The Registry, Inc. Leadership Team.
• Preferred Public Speaking Experience: Comfortable with speaking with internal and external partners, including a Governing Board, on highly detailed financial information.

Working Conditions:

Hybrid

• High speed internet connection: Must be able to maintain an internet connection with a minimum of 50 mbps download speed and 10 mbps upload speed. This requirement is higher (100 mbps download) for households with shared usage of internet connection during working hours.
• Environment: Must provide dedicated office space including a desk in a home that is private and without distractions to be used during scheduled working hours.
• Equipment: The following office equipment is provided by employer i.e. laptop, two (2) computer monitors, keyboard, mouse, headset, computer chair. Additional equipment may be assigned based on position.
• Transportation: Must secure reliable transportation to and from our Madison based office as required for business needs, training, internal meetings, etc. Expenses related to daily commutes will not be reimbursed.

Physical Conditions:

• Prolonged periods of sitting and/or standing at a desk while working on a computer using multiple screens.
• Manual dexterity and coordination are required over 50% of the work period while operating equipment such as a computer keyboard, mouse, scanner, etc.
• Able to regularly lift 10 lbs. and occasionally lift 25 lbs.
• Ability to be in-office at least two (2) - three (3) times per month to the Madison based office to perform a portion of the essential functions of the role.
• Ability to travel for conferences and in-office meetings, as needed.

Salary and Benefits:

Our organization provides a competitive salary and variety of benefits designed to promote a healthy work-life balance. Detailed information about benefits will be shared during the phone screening for selected candidates.

Application Process:

A cover letter that showcases your personality, explains your qualifications, and demonstrates your interest in this role is required, as well as a resume. Please upload these materials to your application when applying for this position.