Position Summary: Full-time salaried exempt level position responsible for the financial management, tracking, and reporting of Robinson Film Center’s (RFC) operating performance and all aspects of its accounting functions. Monitors all financial and accounting activities. Sets and monitors financial practices and procedures. Organizes financial activities with external clients, suppliers, and institutions. Maintains accounting records and prepares for annual audits. Reports to the Executive Director, Operations Director, and the Treasurer on the financial state of the organization on a regular basis. Essential Functions:
- Perform all duties necessary for timely and accurate updating, maintenance, verification and controls of a non-profit’s finances and operations including:
General Ledger, Bank Reconciliation, Payroll, Inventories, Point of Sale, Accounts Receivable, Accounts Payable, Budgeting, Financial Reporting, Cash Analysis Reporting, Class Listing, Audit, Human Resources Policies and Procedures, Insurance, Licenses/Permits, Membership Programs, Database Management, General Administrative Duties as required, Oversees administrative staff Daily Financial Operations:
- Provide financial and investment reporting and analysis to Executive Director and Operations Manager as required. Prepares monthly and quarterly reporting and analysis of expenses and budgets for departments, management, and the treasurer as well as the annual preparation of data packages for the audit and tax filing.
- Serve as custodian and recorder of accounting policies and procedures for key processes to include: Grant Budgets, Payroll, Accounts payable, Accounts Receivable, and monthly and year-end closing procedures, investment transactions, and management of budgets and operations Maintains the company’s general ledger and other financial records.
- Recommends and implements procedures, policies and appropriate internal controls that provide effective and efficient reporting of financial performance.
- Monitors cash flow requirements and maintains company investments according to policy
- Prepares monthly bank and other account reconciliation.
- Preparation of the annual budget, monitor expenditures and provide quarterly budget performance reports and analysis to management. Assist staff with budgetary responsibilities to prepare and track budgets and performance.
- Manage Insurance including Health, Building and General Liability, Workers Compensation, and Officers and Directors
Tax and Audit Compliance:· Oversee accounting controls and financial systems integrity according to generally accepted accounting principles and Board policies · Oversee audit processes, reviews and approvals· Plan systems for timely and accurate provision of supporting data for annual audit and tax filing · Work with external advisors to ensure compliance with relevant domestic and international regulatory requirements in topics such as taxes, documentation requirements, payroll and benefits Liaison with staff and other constituents:
- Consult with staff to improve financial systems support for their duties
- Work closely with Operations on payroll and benefits administration processes and management of fixed assets
- Manage financial aspects of relationships with vendors and subcontractors (e.g., financial administration of benefits packages, 1099s, W9 compliance)
Human Resources:· Assist with the hiring and training of staff. Assist with scheduling and evaluating with Executive Director and/or Department Heads. · Develop and provide new employee orientation, and paperwork. Maintain employee files in accordance with state and federal laws and regulations. · Manage insurance including Health, Building and General Liability, Workers Compensation, and Officers and Directors in cooperation with Director of Operations.· Oversee flow of office, activities and performance of the Database/Bookkeeping Assistant, Runner, and any other administrative staff working at Robinson Film Center. · Oversee and assist with implementation of operating policies and procedures in cooperation with Executive Director and Director of Operations.General Administration:· Gift Works donation and pledge input, thank you and reminder pledge letters, reconciling Gift Works data base to Quick Books, monthly reporting of Gift Works for donations and pledges, oversees updating of Gift Works database with administrative assistant and outside contracting service. · Train on new software and interfacing of software, ie, Ticket Soft and Media Reset, how this software works with inventories, point of sale, chart of accounts, and how it imports to accounting. · Assist Executive Director with documentation and requirements with regard to contracts and agreements. Help with obtaining city, state, and federal funding requirements. · Work with Executive Director and Operations managers to insure billing is correct and paid in a timely manner to all vendors.· Assist with budgets for grants with Grant Writer. · Work with Operations and Programming managers on reporting for box office studio reporting, meeting all city, state, and federal requirements.
- Helping answer phones and interacts with public (donors, government officials, filmmakers, etc.)
- Assistance in preparation of presentations and email correspondence
- Filing, organizing files and making sure all non profit materials and paperwork are accessible to staff.
- Evaluate, select, and manage many third-party vendor relationships
- Contact database and updating on a daily basis
- Manage equipment/furniture inventory and ordering, including hardware/software procurements
- Attending weekly department staff meetings and help out each staff member as needed
- Any and all other aspects of overseeing, implementing, or the actual work of the Administrative, Human Resources and Accounting Departments as required.
Skills, Experience, and Qualifications Required:
- At least five years of hands-on accounting experience with impeccable financial management and database integrity and demonstrated ability to work in the development and implementation of procedures, policies and controls
- Has a thorough understanding of generally accepted accounting principles and internal controls and current strong working knowledge of accounting, and tax and audit compliance for a non-profit organization according to the IRS.
- Possesses strong technical skills including basic researching, analytic problem solving and ability to extract and use the advice of expert resources
- Able to work in a team with diverse roles, experiences and backgrounds and has effective written and oral communication skills
- Flexible and willing to promote and participate in a positive, multitasking, team work environment
- Highly organized, hands-on and detail-oriented
- Experience working with Quick Books Pro, Crystal Reporting, Database Management, MS Office, especially Excel.
- Ability to work flexible schedule including occasional evenings and weekends.
- Non-profit and small business or start up experience preferred
- Given non-profit’s mission and working environment, an active interest in the arts is desirable
Physical Demands: Sedentary Work - Exerting up to 10 pounds of force frequently, and or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Supervision/Contacts: · Receives supervision from the Executive Director and the Operations Director, supervises Database/Bookkeeping Assistant(s) and Runner(s). Daily contact with RFC employees and management.· Daily contact with visitors; frequent contact with outside vendors. ________________________________________________________________ I certify that I have reviewed and understand all of the requirements of performing this job and that I am capable of meeting each and every requirement, with or without reasonable accommodation. I understand that the essential and/or non-essential functions and the associated abilities, requirements and conditions outlined above describe the general nature and level of the work performed. I understand that they are not intended to and in no way represent an exhaustive listing of all tasks involved in performing the job. I understand that business necessity may dictate changes in the position requirements at any time. I understand that even though I may be able to perform the job, there are other requirements I must meet before being offered the job. I understand that I must perform all essential and non-essential functions in a manner that is not hazardous to me or to others. I also understand that any employment relationship with this company is of an “at-will” nature, which means that if employed I will be free to resign at any time, and that the Company may terminate my employment at any time, with or without prior notice. __________________________________________ ________________Signature Date
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