Finance and Business Office Manager

PURPOSE: To contribute to the attainment of United Way of York County’s mission and vision by providing complete and accurate financial and accounting systems and reports, raising awareness of the financial position of the organization, in addition to adding value and engaging staff by administering human resources functions and high-level support to the organization’s operations.

Key Functions

Finance:

• Manage the day-to-day operations of the financial and accounting systems for all operating and reserve funds adhering to Generally Accepted Practices (GAP)
• Position United Way of York County as a fiscally sound organization through consistent application and review of policies and procedures
• Ensure organizational compliance with all federal, state and local laws and membership standards established by United Way Worldwide (UWW)
• Assumes responsibility for all receivables billing/collection, and monitors cash flow projections, reserves, investments and cash position making necessary recommendations to President and Finance Committee to ensure strong financial position
• Auditing of campaign contributions and data entry
• Deliver and manage organizational budget and provide reports to President, Finance Committee and director level staff
• Manages preparation and mailing of tax receipts
• Makes recommendations regarding annual spending plan and revenue/grants (allocations) forecast
• Obtain and keep current professional certifications as necessary to perform the job
• Participate in on-line training, webinars, and when possible, attend seminars to keep abreast of industry and system best practices and enhancements

Human Resources Administration

• Maintains payroll, retirement and employee records and necessary tax forms with respect to total confidentiality
• Managing administration for the functional areas of human resources including, but not limited to, benefits administration, insurance program, Worker’s Compensation, employee relations, performance management, staff training and personnel records
• Maintains vacation, sick leave, and retirement records for employees
• Oversees functional accounting recording for audit, IRS 990
• Manages maintenance on office equipment and technology updates, vendor relationships, accuracy of posting and reporting of data entry, updating partner agency status in donor software, email contacts and inform staff of changes

Administrative

• Develop and maintain records, board meetings, committee meetings, etc.
• Ensure adequate insurance coverage for organization and programs
• Ensure adequate insurance coverage for organization and properties (secures bids and presents recommendations to President to ensure maintenance contracts are in place)
• Assist IT in maintenance, back-up and security of business data
• Ensure that staff are trained on computer protocol such as closing programs before leaving for the day and storage of files.
• Completes data collection/updates of the donor database for all revenue sources
• Respond to telephone, email and individual inquiries, providing information, redirecting calls, or taking messages using excellent customer service skills
• Ensure board meeting minutes are captured and recorded appropriately
• Ensure that office equipment and technology options are updated and under maintenance
• Coordinate all communications and correspondent with vendor of record for equipment and technology needs
• Manage inventory of general office/program supplies as budgeted
• Process mail projects as scheduled for Resource Development such as PLS and residential mailings
• Provide reception for incoming calls, lobby and 2-1-1 I&R
• Serve on Property Management committee with other owners
• Responsible for coordination of overall maintenance of building and grounds including repairs

Resource Development

• Extracts and communicate payroll deduction information to company HR/Payroll managers
• Answer inquiries and/or company complaints from internal and external customers, e.g., donors or donor companies and work effectively and professional to answer and solve problems
• Identify and research lapsed and lapsing donors
• Completes tasks of acknowledgements, thank you and donor recognition via written and electronic communications to ensure timely response and cultivation of relationships
• Produce monthly/quarterly donor billing statements
• Complete in conjunction with other departments the Database II Report for UWW, including ongoing documentation of data and information
• Update UW and Agency data in third-party processor’s portals, Candid (GuideStar) and other websites as needed or annually when data changes

Responsibilities and Duties:

Finance

• Manage general ledger system, including cash receipts as indicated by segregation of duties and internal control policy
• Manage accounts payable and all related processes for a minimum of bi-monthly payments; minimize checks issued outside of scheduled process
• Monitor and balance accounts/pledges receivables to minimize uncollected accounts
• Records and prepares for deposit of all receivables as indicated by segregation of duties and internal control policy
• Ensure bank deposits are made weekly, utilizing banking technologies available to maximize operational cash flow
• Manage data collection/updates of the donor database for annual campaign
• Develop department budget process with regular reporting of actual versus budget analysis to President
• Reconcile all financial accounts on a monthly basis
• Prepare monthly financial reports and balance updates for board and finance committee review
• Report and transmit allocations and donor designations to member agencies
• File required payroll tax documents and records
• Maintains support files for processing unique donations
• Provide staffing support for the Finance Committee
• Provide continuous quality improvement with internal controls in the general ledger, campaign management system, pledges receivables and accounts payable systems areas
• Maintain accounting records and administers Emergency Food and Shelter Program funds
• Participate as required in the campaign pledge accounting process and supervision of temporary staff
• Process Resource Development reports as requested
• Serve as liaison between donors, agencies and United Way to ensure financial reports submitted per Memorandum of Agreement, and to resolve financial questions
• Provide special analysis of accounts upon request
• Review bi-monthly Payroll Register and communicates payroll to contracted service, responsible for the distribution payroll EFT notices
• Analyze and monitor employee time distribution report, including documentation of paid time-off records for employees

Annual Duties

• File required tax documents and records
• File registration with SC Secretary of State as non-profit corporation
• File annual Raffle registration with SC Secretary of State
• Coordinate annual independent audit and completion of IRS Tax Form 990 with Finance Committee and audit firm to file by due date (November 15th for fiscal year)
• Coordinate annual completion of Form 1096, 1099, and W-3 Miscellaneous Income for vendors to file by due date (February 1st for calendar year)
• Coordinate preparation and filing of UWW Membership Certification documents by established due dates
• Prepare State Employees Combined Campaign applications with UW Association of SC
• Recertification of SAMS registration by established due dates
• Assist President in preparation of organization’s annual operating budget
• Provide finance/accounting support for eligibility and allocation process
• Provide technical assistance to agencies for budget and financial sections of eligibility and program application process
• Develop, manage and monitor/track financial data for annual report
• Conducts annual review and update of UWYC Finance Policy
• Develop, manage and monitor/track and annual review of the Capital Budget

Other duties as assigned to achieve the mission of the UWYC

United Way Professional Core Competencies for all United Way Staff

Competencies for working toward a world of economic and social opportunity for all.

• Mission Focused: The United Way’s top priority is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
• Relationship-Oriented: The United Way understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
• Collaborator: The United Way understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• Results-Driven: The United Way is dedicated to shared and measurable goals for the common good: creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand-Steward: The United Way is a steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.

Key Skills

• Commitment to excellence and to the mission of United Way of York County
• Internally motivated to recognize and act on opportunities to further the mission of UWYC
• Ability to appropriately present information and data in written, electronic, and oral forms to diverse target markets
• Excels in providing customer service; provides courteous and timely responses to inquiries regarding financial and administrative matters
• Maintains confidentiality of all customers/stakeholders at all times
• Builds relationships; thinks and acts strategically
• Conduct multiple projects with minimal supervision
• Exhibits decisiveness – takes initiative in identifying problems and solutions
• Demonstrates good judgment under pressure
• Manages quickly changing priorities and resulting workflow
• Delivers tasks and projects on time
• Communicates effectively
• Attention to detail and superior accuracy in work delivered
• Knowledge of financial based software and accounting systems
• Proficiency in spreadsheet and word processing applications
• Team-oriented, yet able to work independently when necessary
• Internally motivated to recognize and act on opportunities to further the mission of United Way of York County
• Superior organizational, problem solving and communication skills including attention to detail and accuracy in work delivered

Job Requirements

• Minimum of associate’s degree in business accounting, Office Technology or related field from a 2-yr college or technical school or at least 4 years successful related work experience
• Valid driver’s license, insurance and vehicle are required
• Proficiency in QuickBooks, CRM Software, and MS Office applications is required

Physical Demand:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to stand, walk, and may occasionally be required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Must have a valid SC Driver’s license.

The above statements are intended to describe the general nature and level of work being performed by the individual in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of the position.

United Way of York County, SC, is committed to a policy of equal employment opportunity (EEO) in recruitment, hiring, training, and promotion of persons based on merit, qualifications and competence.