Vice President of Finance and Operations

JOB SUMMARY

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Responsible for oversight and efficient management of the RMSC Finance department including but not limited to : development, execution, and maintenance of internal controls, proper application of generally accepted accounting principles, policies and procedures, and reporting.

Responsible for financial statement preparation and analysis, cash flow management, and projections. Responsible for finance and investment reporting both internally and to the Finance Committee of the Board of Trustees.

Develops a robust and accurate digital budgeting framework. Supports management staff in the development of their annual budgets, forecasting, planning, and financial strategies.

Oversees the annual budgeting process, including training management staff. Monitors budget progress and changes, keeping senior leadership updated about the organization’s financial status.

Coordinates and leads the annual audit process and works closely with external auditors and the Finance Committee of the Board of Trustees to ensure accurate completion of the audit and associated report to the Audit committee of the Board of Trustees.

Responsible for oversight and leadership of the Facilities and Operations department including Information Technology, Building Services, Maintenance, Security, and Grounds.

Oversees equitable bidding processes for capital projects and building lease agreements.

Implements robust contracts management and financial management / reporting systems; ensures that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.

Provide accurate and timely cost accounting, process improvement, modeling, and financial analyses. Provide timely and accurate information for grants development and reporting / vouchering for Federal, state, and local granting agencies.

Clearly communicates monthly and annual financial statements, budget information, and statistical data.

Updates or writes and implements all necessary business policies and accounting practices; improves standard practices and procedures, and continually updates departmental policy and procedural manuals.

Responsible for annual renewal of all RMSC insurance policies.

Manage organization cash flow and forecasting.

Works collaboratively as a member of the senior leadership team to set and lead mission-focused organizational strategies, policies, and practices.

Leads the change and implementation to an almost fully digital financial system. Acts as the lead contact and ensures training with digital financial system vendors.

Work schedules may include flexible hours, weekends, weekdays, evenings, holidays, and extended hours in order to meet the needs of the organization.

Management retains the right to alter work schedules accordingly.

DUTIES

Direct oversight and support of the Director of Facilities and Operations, including but not limited to : financial aspects of facility operations, staffing, and budgeting.

Responsible for fixed assets, grant accounting, review of business contracts, risk management, tax matters, external audits, external reporting, and financial systems / software.

Responsible for all aspects of the day-to-day operation of the general ledger, Accounts Payable & Accounts Receivable activity, both directly and indirectly (through supervision).

Including the proper and timely recording and reporting of all financial transactions, maintenance of subsidiary ledgers, reconciliations, month-end closings, account analysis, preparation of financial statements, and financial analysis.

Provides cash flow and forecasting information. Provides Supervision / Leadership to the Accounting team.

Responsible for reviewing and ensuring compliance with all established financial internal controls and setting up new processes and procedures, as needed, to prevent inaccuracies in financial statements.

Support, provide guidance to, and interact with the Leadership team, departmental managers, and staff relating to financial aspects of museum operations and grants.

Assists budget managers in development and oversight of annual budgets. Attends Leadership Team meetings.

Leads the development of the annual budget, forecasting, planning, cost accounting, process improvement, modeling, and various analyses.

Responsible for reviewing all proposals and contracts with outside agencies. Updating Lease agreements as needed. Annual renewal of RMSC insurance policies.

Interact with Director, HR regarding financial aspects of Human Resources, payroll, and employee benefits.

Attends 10 annual Board of Trustees meetings as well as all finance, executive and investment committee meetings of the board.

Other duties as assigned

JOB DIMENSIONS

Reports to the President & CEO

Guided by RMSC Mission, Vision, Values, and Strategic Plan, leads financial and Facilities operations.

Development, analysis, and interpretation of statistical and accounting information in order to appraise operating results in terms of profitability, performance against budget, and other matters bearing on the fiscal soundness and operating effectiveness of the organization.

SUPERVISORY RESPONSIBILITIES

Direct supervision of the Finance department (Controller, Staff Accountant and Accounting Clerk) involving responsibility for results in terms of costs, methods, and personnel.

Direct supervision of the Director of Facilities and Operations.

Is responsible for conducting performance reviews and recommending salary adjustments, promotions, discipline, etc.

Monitors employees’ attendance, approves excused absences, verifies and signs digital timecards.

FUNCTIONAL REQUIREMENTS

Technology, Equipment, Tools :

Ability to utilize GSuite products, Microsoft Office products, MIP accounting software, and Blackbaud Altru system (training provided).

Ability to operate office machinery such as a personal computer, printer, calculator, copy machine, scanner, and phone.

Mental Activity : Language skills

Language skills

Ability to analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Ability to write reports, business correspondence, and procedure manuals. Ability to clearly and effectively communicate information and respond to inquiries from groups of employees, managers, executives, vendors, customers, and regulatory agencies.

Mathematical skills

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Ability to analyze variances.

Reasoning ability-

Ability to define problems, collect data, establish facts, analyze and draw valid conclusions. Ability to identify the root causes of problems and develop alternative solutions.

Anticipates potential problems and proactively solves problems. Ability to interpret an extensive variety of technical instructions in mathematical or written form and deal with several abstract and concrete variables.

Ability to exercise significant judgment and make decisions based on conclusions for which there is little precedent.

Work Environment :

Ability to travel locally for business meetings / functions including infrequent overnight travel as the job requires.

QUALIFICATIONS

Education / Experience Requirements :

Bachelor’s Degree in Accounting / Finance or equivalent and at least 4+ years of related experience. Supervisory experience required.

Knowledge of generally accepted accounting practices. Knowledge of digital software solutions. Knowledge of grants reporting and development.

Non-profit experience is highly desired.

Skills / Competencies Requirements :

Must be an engaged, communicative manager with strong leadership abilities and proficiency in mentoring.

Ability to manage multiple priorities while meeting deadlines with accurate information.

Must be a motivated self-starter with the ability to work independently and as part of a team.

Strong organizational skills and detail-oriented.

Proficient with Excel spreadsheets and Google Sheets.

High level of business acumen, confidentiality, accuracy, honesty, and integrity.

Must be resourceful, flexible, and adaptable in order to identify, initiate and support needed change.

Job Type : Full-time

Pay : $85,000.00 - $93,000.00 per year

Experience :

Accounting : 4 years (Preferred)

Ability to Commute :

Rochester, NY 14607 (Required)

Ability to Relocate :

Rochester, NY 14607 : Relocate before starting work (Required)

Work Location : In person

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