POSITION TITLE: Director of Finance & Administration  

TYPE: Full Time | Exempt

REPORTS TO: Chief Executive Officer

SALARY: Commensurate with experience and Family Pathways pay structure

ORGANIZATIONAL MISSION:  Family Pathways works with communities to develop supportive, caring relationships to help people meet their basic needs. This is done by offering a safety-net of essential services.

POSITION OBJECTIVE: The Finance & Administration Director is a strategic thought partner and a hands-on, participative director who develops and supports all areas of the organization. This position is responsible for Family Pathway’s financial management and finance department. This position is also responsible for the following areas: human resources management, facility and property oversight, business compliance, general administration and information technology (IT). This position plays a critical role in partnering with the Chief Executive Officer in strategic financial planning, decision-making and operations.

POSITION RESPONSIBILITIES:

Financial Management (35%)

Direct and manage finance team to:

• Execute strong financial transactions, budget planning, accounting and budget reviews.
• Manage daily transactions and records in accounts payable and receivable. Monitor and manage cash flow.
• Analyze and present financial reports in an accurate and timely manner and as directed by CEO, finance committee or board of directors; clearly communicate monthly, quarterly and annual financial statements; oversee unrestricted and restricted project/program and grants accounting.
• Manage banking and investment vendor relationships.
• Successfully direct all required state and federal nonprofit compliance filings and processes (i.e. annual audit, IRS 990, MN Attorney General). Liaise with external auditors, CEO, attorney and the finance committee of the board of directors.
• Participate as staff liaison to the finance committee.
• Oversee and lead annual organizational and departmental budgeting and planning process in partnership with the CEO and leadership team at least quarterly;
• Administer and monitor all financial plans, contracts and organizational budgets;
• Work in partnership with Family Pathways staff leadership team to ensure continuous, effective financial management support for each department. Proactively communicate financial progress with Family Pathways team.
• Partner with the development team and CEO to monitor trends and forecast opportunities and challenges.
• Manage organizational assets and cash flow and forecasting; proactively communicate with CEO and finance committee.
• Update and implement all necessary business policies, procedures and nonprofit accounting practices to ensure high level controls, as well as effective support, service and governance.
• Effectively communicate and present, in a trusting partnership with the CEO, critical financial matters to the finance committee and board of directors.
• Partners with staff team to prepare department budget.

HR Management (30%)

Direct and manage HR personnel and outsourced contractors to:

• Develop and support Family Pathways human resources policies and practices regarding compensation, benefits, performance evaluation, recruitment and hiring, staff training and development, discipline and termination.
• In collaboration with CEO and directors, establish annual staffing proposal, including recommended staffing levels, positions and compensation.
• Establishes and oversees a comprehensive training program to orient and educate employees about policies and procedures; update employee and policy handbooks as needed.
• Ensures that all recruiting, hiring, corrective action, and termination processes are consistent and legally compliant.
• Directs annual review of and staff enrollments in employee benefits; effectively communicate to staff any changes in benefits.
• Manages and work closely with all external partners, including third party vendors and consultants, regarding payroll, benefits and insurance administration.
• Manages and maintain employee personnel files, including Department of Labor and workman compensation reports and unemployment.
• Fields questions from all departments and coaches supervisors in performance growth and improvement plans of employees.
• Provide direct supervision to administrative staff team.

Facilities Administration and Technology (20%)

                Direct and manage facilities and IT staff/vendors to:

• Organize a strong facility management program including preventative maintenance, sanitation and life-cycle requirements; conducting and documenting regular facilities inspections; ensuring compliance with health and safety standards and industry codes.
• Planned management of facilities central services such as reception, security, cleaning, catering, waste disposal and parking.
• Best practices in allocation and management of IT resources and facility space for maximum efficiency; monitoring of energy efficiency.
• RFP and contracting process and negotiations to maximize delivery and cost savings; strong contractor and vendor relationships to ensure meeting facility management and supplies needs.
• Strong, responsive facility tenant and lease relationships; timely rent collection and year-end CAM reconciliation processes.
• Management of up to date information technology system, which is supportive of organizational and staff needs.
• Creation and maintenance of safety manual and training schedule, business continuity plan and emergency procedure plan.
• Manage and maintain business and program continuity within a 4 day window.

General Administration (15%)

Direct and manage administration team to:

• Maintain property and insurance files/policies, tax exempts and assets.
• Maintain central supply orders, costs and filing system.
• Maintain records of the board/committees and communicate monthly meeting agendas, minutes, program and organizational reports.
• Maintain record of organizational and board policies/procedures.
• Support CEO as needed.

Supervised personnel: Manager of Human Resources and Accounting, Accounting Coordinator(s), IT Coordinator, Facilities Coordinator, Agency Assistant

EDUCATION AND EXPERIENCE:

Required:

• Minimum B.S. in accounting, business management, or related field; masters or CPA preferred
• Knowledge and successful execution of generally accepted accounting principles required
• 5 years’ experience in nonprofit finance management and accounting preferred
• Proficiency in Microsoft Office Products required
• Proficiency in Fundraising 50 & Abila preferred
• Passion for working for a mission-based organization
• Experience working with under-served or vulnerable populations, including persons from diverse. Racial, ethnic, and economic backgrounds, as well as with mental health and/or behavioral issues.

• Desire to work as a member of a team and promoting that team’s guiding principles
• Motivated self-starter who thrives on working in a space of innovation
• Ability to plan, direct and review the work of others with confidence and clarity
• High attention to detail and flexible in nature
• Ability to work well under pressure and manage multiple projects and deadlines
• Ability to work with sensitive and/or confidential matters
• Exceptional written, verbal and interpersonal communication skills; excellent listening skills
• Position requires ability to sit for extended periods of time, close vision, ability to adjust focus and see color
• Must occasionally lift and/or move up to 40 pounds and occasionally required to climb or balance and stoop, kneel, crouch or crawl.

Family Pathways is an Equal Opportunity Employer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.