SUMMARY OF FUNCTION
The Director of Finance and Operations is a key leadership role responsible for overseeing the daily operations of our nonprofit organization. This position plays a crucial role in ensuring the smooth functioning of the organization, with a focus on efficiency, effectiveness, and mission alignment. This individual works closely with the Executive Director (ED) and Board Treasurer, as well as providing support to the rest of the staff in relation to financial status and reporting and human resource needs. The Director of Operations collaborates directly with TLC’s Executive Director to maintain proper infrastructure and support for TLC’s programs and operations and oversees TLC’s technological and data systems to support TLC’s larger team. This position also oversees TLC’s facility
maintenance projects, budgets, and repairs.
· Provide professional accounting guidance about standards and promulgations that could impact the organization’s accounting and reporting.
· Supervise and develop the accounting professional, promoting accuracy and the coordination of accounting activities with the goal of providing timely and accurate financial records and statements to internal and external stakeholders.
· Oversee the performance of monthly reconciliations for bank accounts, credit card statements, and gift cards.
· Oversee the accuracy of accounts payable, accounts receivable, credit card, and in-kind journal entries created by the accounting professional.
· Maintain appropriate balances in multiple bank accounts in compliance with internal policies and direction from the Board Finance Committee.
· Monitor weekly and monthly activities, such as deposits and disbursements to ensure accurate and timely recording with special attention to ensuring transactions are accurately recorded to funding sources.
· Coordinate with the accounting professional and/or enter monthly, quarterly, and annual journal entries into the accounting software to ensure accurate financial statements and financial reporting for annual audit.
· Oversee the reconciliation of all inventories, prepaid expenses, payroll, fixed assets, and liability accounts.
· Utilize professional expertise to ensure TLC has effective accounting and HR policies and procedures to safeguard the assets of the organization, including the most valuable – our staff.
· Prepare the year-end financial statements and provide all necessary information to a certified accounting firm to ensure the successful and timely completion of TLC’s annual audit and IRS Form 990 reporting.
· Oversee and ensure all financial document filing and compliance.
· Manage investment accounts with direction from the Board Finance Committee.
· In coordination with the ED and Leadership Team, create the budget process and reporting templates, and provide support and strategic oversight for budgetary decisions in each of the budget areas of the organization.
· Oversee the accuracy of vacation and sick accruals and monthly reporting on balances.
· Identify financial operations and procedures that could be improved and make recommendations to implement the improvements.
· Proactively train the accounting professional to document and implement appropriate policies and procedures.
· Oversee, coordinate and document accounting procedures being used and maintain the Financial Policies and Procedures manual.
· Oversee the updating and maintenance of all financial and HR records ensuring confidentiality of information, as necessary.
· Oversee all TLC credit cards issued to staff.
· Develop and oversee the accounting structure for all types of planned giving, including trusts.
Program Support – 15%
· Coordinate with the Grants Manager to prepare grant reports and claims, while providing details for the Grants Manager to file other grant claims and effectively manage those grants.
· Continually review the accounting software to ensure it meets the data collection and reporting requirements of the organization.
· Participate in cross-functional teams, as requested, focused on the betterment of the organization to provide an operations perspective.
Facilities and Technology Oversight – 10%
· Oversee the facilities needs and budget in coordination with the Facilities Specialist to ensure safe and effective operations of all TLC infrastructure.
· Provide support to the Facilities Specialist in procuring, maintaining and coordinating the hardware and software needs of the organization.
· Ensure appropriate insurance coverage for the organization to protect the buildings and their occupants, in coordination with the Board Finance Committee.
· Support efforts to continually configure TLC’s facilities to provide the most efficient operations possible for TLC programs and staff.
· Oversee the organization’s record retention policies and practices, for both physical and electronic files, including those maintained in offsite storage facilities.
Data Operations Oversight – 10%
· Oversee the Data Operations Manager in improving and maintaining all relevant data systems.
· Monitor data provided by the Data Operations Manager to help ensure the organization is operating efficiently and effectively while remaining on budget throughout the year.
· In conjunction with the Data Operations Manager, obtain TLC and industry data that informs our programmatic work, helps develop thoughtful budgets, and continually improves our data outcomes and metrics.
· Oversee the overall storage of data in the various places the information is shared from.
Strategic Initiative Implementation Oversight – 15%
· With Leadership Team, develop and implement strategies to ensure successful execution of the organization’s strategic initiatives.
· Lead, manage, and support multiple implementation teams, ensuring effective coordination and communication, and providing regular updates to senior leadership and the Board.
· Mentor and support team leaders, fostering professional growth and development.
· Promote a culture of collaboration, innovation, and accountability.
· Identify and mitigate risks, addressing challenges proactively.
Supportive Services – 15%
· Provide support to employees and volunteers for operational purposes, including managing any accidents, insurance claims, or other situations.
· Coordinate human resource policy changes with representatives of our Professional Employer Organization (PEO).
· Review and help maintain employee information and payroll entry into the PEO payroll system and accounting software.
· Oversee health care benefits program of the organization and ensure compliance with all regulations.
· Coordinate human resource policy changes with representatives of our Professional Employer Organization (PEO).
· Maintain the employee handbook.
· Provide exceptional customer service to both internal and external
takeholders.
· Ensure staff have the financial, HR, data and facilities resources necessary to effectively serve the clients of TLC.
· Institute and communicate constructive human resources policies and procedures, reflecting both the needs of the organization and staff.
Other duties
· Serve on internal committees, including, but not limited to, the Board Finance Committee.
· Perform other duties as required by the Executive Director or Board Treasurer.
· Attend appropriate trainings for professional development.
· Occasional work at special events.
· Occasional work at night or on weekends.