Website Living History Farms
Job Title: Director of Administration & Finance
Position Status: Fulltime, exempt
Reports to: President & CEO
Supervises: PT finance assistant, intern(s)/volunteer(s)
To serve as an integral member of the senior management team to develop and strengthen the financial position of Living History Farms. Specifically, to develop policies, procedures and strategies that integrate financial activities of the museum in a manner that enhances the stability of the museum, supports its mission & vision, and positions LHF to achieve its goals. Other primary responsibilities include coordinating the development of the annual operating budget, and establishing/monitoring controls over the endowment and all other assets of Living History Farms. Manages vendor relationships for insurance, 401k plan and HR/benefits administration. Monitors financial risks and opportunities and communicates both issues and recommended solutions to senior management.
ü Oversees, organizes and performs day-to-day functions of museum accounting, finances, and cash flow.
ü Prepares ad hoc, monthly and annual financial statements and supporting schedules or work papers for department directors, the President and the Board of Directors.
ü Prepares, in coordination with Board Committee Chairs, agendas, reports and supporting materials for the Audit & Finance Board (sub) committees.
ü Prepares, in coordination with the President and department heads, museum and program budgets, pricing strategies, and forecasts.
ü Plans, executes, and prepares schedules for the annual audit and preparation of the tax return, including the IRS Form 990, by the external auditing firm.
ü Manages the financial reporting software and general ledger reporting structure in response to changes in museum programs or services.
ü Establishes, implements and monitors appropriate systems for internal controls around cash, purchasing, risk management, and control of inventories.
ü Reviews, recommends and documents policies to ensure compliance with Federal, State and Local laws and regulations, as well as best practices for museums and non-profit organizations.
ü Coordinates communication and reporting on the endowment assets with external advisors.
ü Coordinates with the development department to prepare budgets for fundraising proposals, reporting on gifts received and associated donor restrictions, and reconciling monthly the accounting system with the donor database.
ü Coordinates with department heads on contracts for programs/services, vendor relationships, rentals, quotes, RFPs, or other services provided by outside individuals or entities.
ü Coordinates with membership and guest services lead on tri-membership reconciliations.
ü Reviews and coordinates business insurance policies with outside broker.
ü Coordinates employee benefits administration and associated filings with external providers, including the IRS Form 5500.
ü Coordinates human resources functions and recordkeeping aspects for employee on-boarding and off-boarding, including the employee handbook, and performs bi-weekly employee payroll procedures & associated reporting.
ü Coordinates with the Community Relations Manager on compliance and cash management procedures for retail & food service operations.
ü Oversees the records management and compliance of business document retention.
ü Serves as Manager on Duty on a rotating basis with the other members of the management team
ü Other duties as assigned
ü 5-10 year experience in a financial/accounting role producing organizational financial statements
ü Previous experience working at a not-for-profit organizational environment, preferably in the arts and culture/museum field and working with volunteer boards.
ü Knowledge of finance, accounting, budgeting, and cost control principles including Generally Accepted Accounting Principles (GAAP)
ü Previous experience with employee benefits administration and managing payroll processes
ü Previous experience managing staff and volunteers, and the ability to influence and engage direct and indirect reports and peers
ü Excellent judgment, planning and creative problem solving skills
ü Ability to work both independently and collaboratively to positively and productively impact strategic initiatives of the museum
ü Strong organizational and communication skills
ü Excellent computer skills including Microsoft Office products, experience with QuickBooks or other financial software packages, database and Point-of-Sale reporting software
ü Commitment to Living History Farms mission, values, and goals
Education & Skills:
ü Business or Accounting degree mandatory
ü CPA qualification mandatory
This position regularly works Monday-Friday from 8:30am-4:30pm in accordance with museum hours. During the general touring season, this position will serve as the manager on duty one Saturday per month during museum hours and approximately quarterly on a holiday or special event day which may occur in an evening (Independence Day in July, Halloween event or during our fundraising gala in October). This position requires work to be completed on site at the museum, and not remotely from home.
Salary: starts in the $70,000+ range
Please submit by email: your resume and application to Ruth Haus at firstname.lastname@example.org by May 16, 2021. Position will remain open until filled.
To apply for this job email your details to email@example.com