Contracts Administration Director jobs in Vermont

Job Title: Director of Finance & Administration

Status: Full-Time Exempt (Administrative)

Reports To: CEO

The Humane Society of Chittenden County is looking for an experienced candidate to join the leadership team of our 122-year-old growing organization! 

HSCC is committed to the well-being of animals and their families - our mission is to ensure that every pet has a loving home and that every pet owner has access to the resources they need to give those pets happy, healthy lives. You would be joining a dedicated, passionate, and collaborative team in an environment that fosters compassion and empathy for all living things, and a workplace culture that supports this ethos. We realize that our staff is our greatest asset and we offer a competitive salary and a full benefits package including low-cost veterinary care.

Position Summary:

The Director of Finance & Administration is a member of the senior management team responsible for the hands-on coordination of financial, administrative, human resources, and internal information technology functions. This role will have financial management responsibilities that include entering daily and monthly accounting transactions, creating monthly, quarterly, and annual financial reports and metrics for the CEO and Board of Directors, assisting in the creation of annual budgets, forecasting, overseeing accounts receivables and payables, and payroll functions. The Director of Finance & Administration fully understands the relationship between the organization’s strategic goals and the earned revenue and fundraising needs and will help to guide the organization accordingly. The position collaborates with HSCC’s external IT provider to offer IT troubleshooting, upgrades, and upkeep and/or repair of all computer hardware, software, printing, copying equipment and telephone system. This role is also responsible for directing and planning group benefits programs and assists the President & CEO with Board and committee organizational functions.

Essential Accounting Functions: 

• Ensure organizational policies, procedures, and established internal controls are followed in the financial operations of the HSCC.
• Provide timely preparation of monthly financial statements and ensure the coding of financial statement accounts is accurate and in alignment with GAAP.
• Complete monthly reconciliations of bank statements and review cash management trends. Keep the CEO updated on variances from budget.
• Make general ledger entries to keep accounts up to date and to ensure accuracy. Ensure the general ledger reflects cash receipts and disbursements along with payroll and benefits reconciliations in accordance with GAAP.
• Analyze and present financial reports in an accurate and timely manner and in accordance with Board & Finance Committee reporting requirements; oversee donor accounting reconciliation with the Development office; oversee all financial project/program and grants accounting.
• Guide the senior management team by providing a connection between strategic goals and financial and fundraising performance. Utilize analysis, data, and forecasts to inform decision making of the senior management team.
• Initiate alternate processes to maximize efficiency and accuracy in accounting and controls.
• Lead the annual budgeting and planning process in conjunction with the President & CEO; administer and review all financial plans and budgets with appropriate staff.
• Prepare projections and key performance indicators and monitor progress. Keep the CEO up to date about HSCC’s financial status. 
• Oversee the work of the Accounting Assistant.
• Monitor and control petty cash.
• Maintain account signers report.
• Review and prepare all invoices with appropriate documentation, coding, and approval prior to payment.
• Oversee preparation of annual contracts and monthly invoices for animal intakes from animal control officers, police, and municipal authorities.
• Work with President & CEO and with external auditors to assess any necessary policy or procedure changes.
• Attend monthly Board Budget & Finance Committee and bi-monthly Board meetings and present monthly financials

Essential Human Resources & Administrative Functions:

• Collaborate with the Accounting Assistant to ensure all employees have completed required information for payroll, taxes, benefit enrollment, and federal and state reporting.
• Serve as a subject matter expert for HSCC’s employee benefits. Work closely with benefits providers to answer employee questions and provide annual education.
• Direct and plan day-to-day operations of group benefits programs (group health, dental, vision short- and long-term disability, retirement, workers’ compensation, etc.).
• Oversee collection of timesheets and bi-weekly payroll; serve as primary contact for BambooHR; track and ensure accuracy of staff CTO.
• Work with Accounting Assistant to maintain personnel records in accordance with state and federal guidelines, as well as the HSCC record retention policy (including I-9’s, timesheets, payroll registers, health information).
• Oversee general administrative functions to ensure efficient and consistent operations.
• Work with President & CEO on annual vendor contract review and approval.
• Troubleshoot, maintain, and provide support for computer hardware, software, printers/copiers, and phones according to management plan. Collaborate with the external IT team on IT issues.
• Maintain inventory and place orders for basic administrative supplies.
• Assist the President & CEO with Board of Directors and committee meeting preparation.
• Other duties as assigned.

Knowledge, Skills, & Personal Qualities: 

• Commitment to and support of the HSCC mission.
• Experience with hands-on, transactional accounting completed in accordance with GAAP.
• Broad financial and operations management experience, preferably in a non-profit setting.
• Experience with payroll and benefits.
• Audit and public accounting background is a plus.
• Excellent written and verbal communications skills.
• Excellent Excel skills and technology literacy.
• Exceptional analytic skills.
• Experience with QuickBooks is preferred.
• Ability to work effectively with a cross functional group.
• Leadership experience is preferred.
• IT experience is preferred.
• Ability to multi-task.
• Comfort working with diverse populations and a commitment to equity in the workplace.

Required Education:

Minimum Bachelor’s degree, preferably in accounting, finance, or business.