Job title: Vice President of Finance and Operations
Reports to: President/CEO
Supervises: Volunteers and Interns
FLSA Status: Exempt
Salary Range: $67,000- $75,000
The Vice President of Finance and Operations is responsible for all facets of PENCIL’s finance and operational functions including accounting, human resources, and facilities. Serves as the chief administrative staff member. The goal of this position is to help ensure the recording of sound financial data and continued strong operational infrastructure for PENCIL. Knowledge of regulatory requirements for nonprofit organizations, processes and systems are critical to success for the VP and PENCIL.
Disclaimer: This job profile is not intended to be all inclusive of tasks required, it is to provide a general description of essential job responsibilities.
1. Manage all accounting transactions for PENCIL and a fiscal services client. This work includes involvement in all activities related to financial operations and payroll including internal financial statement preparation, management of the budget process, variance analysis to budget, accounts payable and cash receipts processes. These responsibilities also include ensuring timely preparation of monthly financial statements including variance analysis to budget, payment of approved invoices, depositing cash receipts and accurate coding of transactions in systems. Responsible for processing of bi-weekly payroll for PENCIL staff (20-25 team members), including all related transactions (tax payments, 401K payment, etc.)within established guidelines and timelines. The VP also works closely with external auditors on annual audits and tax filings.
2. Responsible for managing the annual budget process and assisting the team with fiscal management throughout the year that anticipates operating within the approved budget; ensures maximum resource utilization and maintenance of the organization in a positive financial position. Also creates project and grant budgets as needed for funding proposals and new endeavors.
3. Manages and directs all aspects of human resource management to ensure that PENCIL attracts and retains a high-performing workforce; including but not limited to maintaining position descriptions, overseeing the completion of timely performance reviews, managing all documentation related to personnel records including all employee benefits. This responsibility includes working closely with outside vendors on employee benefits.
4. Coordinates all aspects of office management to assure staff can operate effectively and efficiently. This coordination includes technology, communications, supplies, facility needs, etc. Working closely with outside vendors on insurance and other office services needs such as technology, supplies, rental space, etc. is a key element.
5. Assists in the development of current and long-term organizational goals and objectives as well as policies and procedures; establishes plans to achieve goals set within the strategic planning process. Assuring process documentation is in place for all aspects of the company (timelines, checklists, use of automation, etc.)
6. Provides effective and inspiring leadership, as well as stewardship, of PENCIL by being actively involved in continuous quality improvement of programs and services, focusing on systems/process improvement.
7. Oversees the development of new lines of business to assure their operational effectiveness (contracts, process documentation, relationship management, etc.)
8. Performs other functions as assigned by the President/CEO.
PENCIL’s Team Values:
Our work is guided by the needs of Metro Nashville Public Schools, is student centric, and is achieved through partnerships and tangible engagements.
As the PENCIL team, we will:
· Be collaborative and transparent
· Act with integrity
· Demonstrate kindness and gratitude
· EDUCATION- Minimum of a Bachelor’s Degree in accounting; degrees in other business areas will be considered if you have appropriate accounting work experience
· SKILLS- Regularly demonstrates problem solving and critical thinking skills and works independently against deadlines. Keen attention to detail and accuracy of data entry. Strong organization skills and ability to multi-task. Communicates effectively and strategically with key contacts as well as a wide variety of constituents. Demonstrates the ability to thoroughly document workflows and timelines. Strong knowledge of human resources management functions.
· EXPERIENCE- Minimum of two years’ experience in accounting; experience with Abila MIP accounting software would be helpful; preferred five years of experience in nonprofit financial management or comparable business management experience
Environmental Conditions & Physical Demands:
· Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature.
· Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.
· The employee must occasionally lift and/or move up to 25 pounds.
· The employee is required to stand, walk, climb and balance.
Work schedule/hours: Monday-Friday, 8 a.m. – 5 p.m. with occasional evening and weekend hours for special events