American Promise Concord, MA, USA
Position: Finance and Administration Manager Reporting to: Leah Field, Managing Director Location: Cambridge & Concord Massachusetts ABOUT AMERICAN PROMISE American Promise empowers, inspires, and organizes Americans to take action where we live to win the 28th Amendment to the US Constitution so that people, not money, govern America. American Promise’s mission is shared by our two affiliated organizations, American Promise, Inc a non-profit 501(c)4 and American Promise Education Fund, Inc a non-profit 501(c)3. Together, we are executing a ten-year strategic game-plan to win the 28th Amendment to combat systemic corruption, limit the power of concentrated money in elections, and secure the equal rights and responsibilities of all Americans to fair representation, an equal vote, free speech, and participation in effective self-government. Our strategy fills gaps, unifies, supports and leverages aligned organizations and efforts, educates, and builds effective cross-partisan action in our states and communities to empower the super-majority of Americans who favor our cause to succeed. American Promise is a fast-growing start-up, with 150,000 Americans in every state served by a committed, hard-working staff, a distinguished Advisory Council and a strong board. More at http://www.americanpromise.net/ POSITION SUMMARY The Finance and Administration Manager is responsible for planning, coordinating, and managing procedures and systems that support the financial, human resource, and business administration areas of the two organizations. She/he/they will work autonomously to develop and maintain financial procedures, bookkeeping, filings, and record keeping to enable business operations and produce accurate and timely reports. The position is full-time, 40-hours per week. POSITION RESPONSIBILITIES Financial Management (~75%) Develop a firm understanding of the organization’s 501(c)4 activities and our affiliated organization’s 501(c)3 activities and associated cost share agreement to develop an accounting system that supports accurate monthly tracking and reporting Upgrade and implement an appropriate system of financial policies, internal controls, accounting standards, and procedures Manage the overall finances and bookkeeping for each organization including accounts payable and receivable, loan repayments, inventory and capital assets, banking, and payroll functions Provide monthly financial reporting and analysis of financial statements to the Managing Director Ensure that financial data and cash flow are steady and support operational requirements Assist the Managing Director with the annual budget process Work with CPA firm to coordinate and lead the annual financial review and/or audit and completion of the 990 information returns Prepare and distribute vendor 1099 forms Work closely with the Development Manager to handle revenue and expenses for all development initiatives, including but not limited to: Monitoring all grant budgets and grant-related financial information Producing financial reports to support grant applications Processing and tracking all forms of donations; tracking use of restricted funds; producing revenue and expense reports Reconciling financial information between the organization’s accounting database and development database monthly Business Administration (~10%) Complete and file all requisite federal, state, local, registration, and other forms required for the uninterrupted performance of business operations including but not limited to charity registrations, insurance applications, census and employment reporting, annual reports, and board meeting minutes Provide oversight of facilities, vendors, and contracts, and establish and manage vendor accounts and relationships Supervise the work of the Administrative Assistant Human Resources Administration (~10%) Manage HR programs and policies, including talent acquisition, employment processing, compensation, health and welfare benefits, records management, safety and health, and AA/EEO compliance Comply with federal, state, and local legal requirements by staying up-to-date on legislation; enforcing adherence to requirements; advising management on needed actions; and ensure organizational conformation with applicable HR related regulations Work with third party administrator/agent to administrate health insurance and other benefits programs that best fit the organization’s needs and abilities Ensure that recruiting processes are consistent, streamlined, and in line with increasing the diversity of the organization’s staff with qualified individuals Establish and manage a comprehensive training program to educate employees regarding staff tools, policies, and procedures Ensure employee handbook, policies and procedures and employee onboarding meet regulatory compliances and support the organization’s mission and strategy Ensure that employees are completing timesheets accurately and on a set schedule Information Management (~5%) Collaborate with the Digital and Information Systems Department staff to develop, execute and supervise plans, policies, and practices that control, protect and enhance the value of organizational data and information assets throughout their life cycles Ensure the smooth and adequate flow of information within the company to facilitate other business operations by Establishing and managing a comprehensive training program to educate employees on the processes and technology that provide control over the structure, processing, delivery and usage of information required for organizational activities, and their role in using and maintaining the data within the system Following up periodically on data integrity and the effectiveness and efficiency of the chosen information management systems Ensure that corporate, financial, personnel, and business administration data is available, accurate, complete and secure REQUIRED SKILLS & QUALIFICATIONS Minimum of a BA, finance degree Minimum 5 years experience in bookkeeping, non-profit preferred Minimum 1 year experience in using QuickBooks Online Proficient with all Microsoft Office applications, advanced ability with Excel preferred Proficient with standard Google Drive applications, familiarity with Google for Nonprofits and Team Drive environment preferred Experience with Salesforce preferred Experience with having final accountability for the quality and content of all financial data, reporting and audit coordination for a small organization or large division Experience with having final accountability for complying with all local, state, and federal requirements for the operation of a legal business entity in good standing Experience with handling sensitive financial and personnel information with integrity and confidentiality Ability to anticipate and solve problems through researching possible solutions, performing cost-benefit analyses, and making well-informed recommendations on how to proceed Ability and desire to fill professional knowledge gaps through research and seizing learning opportunities Ability and desire to learn new software programs and improved methods for completing work Ability to think conceptually and identify patterns and connections and underlying issues The ideal candidate: Demonstrates keen analytic, organization and problem-solving skills which support and enable sound decision making Possesses excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders Is detail oriented and can be trusted to complete error-free work in bookkeeping and completing forms Is curious, self-directed, and takes initiative Is committed to achieving the mission of American Promise COMPENSATION AND BENEFITS $45-55k, commensurate with experience Health insurance Flexible spending account (FSA) for pre-tax benefits Paid two-weeks vacation, holidays, personal, and sick leave TO APPLY Please submit a cover letter and resume to Susan Muller at email@example.com American Promise celebrates the diversity of our nation and seeks to build a team that reflects that diversity. We welcome and encourage all qualified applicants who share that vision.