Title:
Director of Finance & Administration
Classification:
Exempt / Full-Time
Reports To:
Executive Director
Location:
Roseville, CA
Approved By: Dave Martinez, Executive Director
Approval Date: 9/17/2024
Summary/Objective:
The Director of Finance & Administration is a hands-on position that works in concert with, and is a key member of, the management team to provide leadership for Feeding the Foothills. This position is responsible for directing the fiscal function of the food bank in accordance with the GAAP for nonprofit organizations. The Director of Finance & Administration ensures federal and state reporting and auditing compliance related to state and federal awards and programs. This position is responsible for the overall operation and successful function of finance/accounting, human resources, administration of personnel policies, benefits structure and administration, grant management, risk management, and office administration. This position collaborates with the senior management team and/or committees of the Board of Directors to develop and implement sound management procedures.
ESSENTIAL FUNCTIONS:
LEADERSHIP
· Collaborates with members of the senior management team to formulate and execute strategic plans, structures and processes necessary to manage the Food Bank’s current activities and its’ projected growth.
· Collaborates with the Treasurer of the Board of Directors to develop agenda materials for the Internal Committee meetings as appropriate. Serves as a staff member representative on the Internal Committee.
· Coordinates the timely preparation of the annual operating and capital budgets for approval by the Board of Directors. Collaborates with department directors on ongoing monitoring of budget to actual results. Reports performance relative to budgets.
· Establishes a system of internal controls over the Food Bank’s financial affairs to safeguard financial assets of the Food Bank and for its effective management by senior and departmental management.
· Develops and maintains procurement related policies and procedures. Collaborates with department directors to ensure compliance.
· Assures compliance with all local, state, and federal regulatory agencies in the areas of not-for-profit management and ensures fiscal compliance with all regulations affecting grants and government contracts. Serves as liaison to regulatory agencies, as needed, to coordinate financial activities and compliance.
· Monitors and reviews financial and insurance aspects of contractual agreements in cooperation with the department directors and on behalf of the Executive Director.
· Stays informed and interprets regulations relevant to business. Recommends appropriate actions to ensure continued compliance.
· Maintains a fiduciary reporting relationship with the Executive members of the Board of Directors and its Chairman.
FINANCE & ACCOUNTING
· Applies advanced knowledge of general and nonprofit accounting principles.
· Ensures accuracy, integrity, and credibility of all accounting records and financial statements.
· Manages ledgers maintained within the Finance Department: General, Accounts Payable, and Accounts Receivable.
· Partners with department directors on the management of subsidiary ledgers maintained outside the Finance Department: food Inventory and monetary donations. Ensures proper monthly reconciliation with the Inventory ledger and quarterly reconciliation with the Donations ledger.
· Oversees month-end closing and reviews account analyses, entries and journals to ensure proper recording of income and expenses.
· Submits monthly financial statements with analysis of budget to actual results to Internal Committee and Executive Director.
· Develops and fully implements appropriate cost allocation methodologies for direct and indirect cost allocations in accordance with Generally Accepted Accounting Principles (GAAP), contract, and regulatory compliance requirements. Performs cost analyses and time studies as needed to support allocations.
· Directs the updating of the Accounting Policies and Procedures manual and other related policies and procedures in business processes and internal controls.
· Manages treasury functions, including forecasting cash needs and cash availability. Manages cash in bank accounts, making transfers as necessary to maintain adequate account balances. Arranges and administers loans and lines of credit subject to necessary approvals.
· Oversees the coordination and activities of independent auditors ensuring all audit issues are resolved, compliance issues are met, and the preparation of the annual financial statements is in accordance with U.S. GAAP and federal, state and other required supplementary schedules and information. Ensures timely annual filing requirements of federal and state information returns and statements.
· Provides information for the Food Bank’s annual report in accordance with Food Bank policies and procedures.
· Performs annual calculation of the number of meals or pounds provided for each dollar donated in accordance with the detailed instructions provided by Feeding America.
HUMAN RESOURCES/PAYROLL
· Oversees the recruiting, interviewing, and hiring of administrative and program personnel on behalf of the Executive Director. In collaboration with the HR Specialist: prepares employment offer letters and conducts HR orientations for new employees.
· Provides advice and counsel to Executive Director and Department directors regarding personnel practices, policy and employment.
· Determines accurate FLSA classifications for each employee and ensures compliance with the state required minimum salary thresholds for both exempt and non-exempt employees.
· Authorizes payroll for all hiring, enrollment, and termination of employees, and changes in wage information, benefits etc. Ensures the proper use of sick and vacation time in accordance with current policies.
· Ensures the accurate, timely and thorough processing of payroll, including garnishments, benefits and taxes on designated paydays.
· Stays informed about new developments governing employer/employee relations to ensure compliance with laws and applicable business regulations/strategies.
· Evaluates and recommends personnel policies and procedure changes to the Employee Handbook in accordance with Food Bank’s changing needs and state and federal laws. On behalf of the Executive Director, works with HR Consultants to prepare updates to the Employee Handbook.
· In conjunction with Department directors maintains fair, uniform and consistent personnel administration in accordance with the provisions of the Employee Handbook and the law.
· Ensures the maintenance of complete personnel files and required employment documentation for all employees in compliance with recommended record keeping practices and Food Bank policy.
· Evaluates and recommends salary ranges for organization and provides recommendations to the Executive Director on annual cost of living adjustment.
· Coordinates the annual employee engagement survey facilitated by Feeding America.
· Ensures prompt and complete annual staff evaluation process.
· Oversees and executes investigations, reporting and compliance relating to all employee complaints and accidents.
· Participates as needed in all staff performance issues up to and including terminations when necessary.
· Implements sexual harassment training policies and procedures for all supervisors and all nonsupervisory employees to comply with the requirements of CA SB1343, SB 778 and AB1825. Ensures timely training of employees and maintains organized training records.
· Collaborates with external HR advisors and attorneys as required.
BENEFITS
· In conjunction with benefits consultant, analyzes, evaluates and makes recommendations to Executive Director on current or proposed plan design changes, legislation affecting benefit plans, and best practices to ensure a comprehensive, cost-effective benefits program for Food Bank employees.
· Manages benefit insurance consultant relationships and leads the development of new programs, program changes, negotiations and renewal processes for all benefit programs.
· Leads health and welfare plan administration and compliance, including insured programs (medical, dental, life, etc.), and Section 125 plan. Includes managing enrollment, invoicing, record maintenance; resolving employee issues and maintaining confidentiality of employee data and records. Ensures compliance with Section 125, HIPAA, COBRA, ACA and other regulations, including plan documents, summary plan descriptions, annual plan review and/or changes.
· Leads 403(b) retirement plan administration and compliance. Includes managing enrollment, recording and payment of employee and Food Bank retirement contributions, non-discrimination testing, annual plan reviews and communications. Ensures compliance with ERISA, including annual reporting and audits - Form 5500, maintenance of plan documents and summary plan descriptions. Resolves employee issues and responds to employee pre-retirement and post- retirement questions.
· Ensures the administration of employee benefits programs is performed accurately and efficiently.
· Manages workers’ compensation claims and processes including reporting, communication, leaves, and the integration or coordination of workers' compensation benefits. Works with broker to ensure optimum policy renewals and oversees insurer’s annual audit.
· Provides leadership on administration of leave of absence programs in compliance with the California Pregnancy Disability Leave, CA New Parent Leave Act and other leaves of absences. Oversees the integration or coordination of DI and PFL benefits.
· Manages unemployment compensation claims and processes.
· Conducts new employee orientation of all benefits offered by the Food Bank and explains self-enrollment systems.
· Provides training and awareness regarding benefit plans through 403(b) semiannual all staff meetings and welfare benefits annual open enrollment meeting for all benefit eligible employees.
GRANTS MANAGEMENT
· Oversees annual grants calendar and ensures submission of timely, compelling requests/reports to current and prospective funders, demonstrating a clear understanding of Food Bank programs, services, strategic initiatives and budgetary needs.
· Manages independent grant writer providing direction and data to support grant applications and reports. Edits and proofreads requests and reports drafted by the grant writer. Approves final submissions.
· Serves as main contact for all Feeding America grant offerings. Collaborates with Director of Operations to ensure timely submission of grant applications and reports. Enlists the services of the outside grant writer when needed.
· Collaborates with the Director of Operations and other operations staff to develop annual program designs, metrics, and bud