United Way of Southern Maine
Position Title: Finance Support Manager
Division: Finance & Administration
Reports to: Senior Director, Finance & Operations
Date: November 2022
The Finance Support Manager supports and advances United Way of Southern Maine’s mission of improving lives by managing donor and grant information that requires high efficiency and accuracy. This position is customer service focused, internal and external, to ensure financial and database information is accurate and up-to-date, donor communication is timely, donations are processed as requested by donors, pledges and payments recorded accurately, and grants are kept in compliance.
Manage Donor Choice Program. Manage all donor designation processing aspects, including vetting agencies and payment processing. Ensures data integrity is maintained when entered into the CRM database.
• Manage the Donor Choice Program, ensuring donors’ wishes are adhered to through communication with donors and agencies receiving donations.
• Work to ensure write-in designations are vetted properly and necessary documentation received from agencies and United Ways.
• Prepare quarterly designation payouts and related communications for agencies and United Ways.
• Communicate donor and designation information, including payment schedule, agency portal access information, Standard M and donor acknowledgment reporting, and important policy information to receiving agencies and United Ways.
• Build and maintain relationships with individuals, corporate partners, and receiving agencies while serving as customer service liaison and working independently to resolve any issues.
• Ensure that designation information is properly reflected in fundraising software and on the general ledger.
Manage Grant Accounting. This position is responsible for maintaining financial, accounting, and grant support services to meet the needs of the organization and the donor. Working cross-functionally with the other members of the Finance, Community Impact, and Resource Development teams, this position will focus heavily on budgeting, compliance, reporting, and variance analysis functions.
• Assist with developing grant budgets.
• Perform grant-related post-award functions, including budget and expense analysis, periodic invoicing, financial reporting, reconciliations, re-budgeting, and grant closeout functions required.
• Prepare accurate and timely financial reports to donors as required.
• Prepare accurate and timely financial reports on grants for internal management purposes.
• Review invoices and provide account codes, when appropriate, for proper accounting.
• Produce budget and expense analysis reports.
• Prepare and distribute periodic invoices for grant reimbursement.
• Review monthly financial results and communicate the program's financial position with appropriate Community Impact staff.
• Coordinate with the Finance Staff to process journal entries to various projects if needed.
• Ensure compliance of grants and contributions with internal policies/procedures and donor rules/regulations.
Other Accounting Responsibilities
• Perform the processing of monthly accruals, amortization of prepaid expenses, fixed asset depreciation, and recording of adjusting and reclassification journal entries.
• Assist with maintaining vendor files, including updated W-9 forms.
• Answer accounting and financial questions by researching and interpreting data.
• Assist with preparing journal entries to record agency activity and post to general ledger.
• Review/maintain general ledger accounts that accurately reflect the organization’s financial activity in accordance with GAAP.
• Reconcile assigned general ledger accounts on time and accurately.
• Provide support and analyses as may be required in connection with financial audits performed by outside auditors.
• Learn the other roles in the Finance team to provide backup support when necessary.
• Perform other related duties as required.
Manage Pledge Envelope Process. This position is responsible for receiving and processing all incoming pledge envelopes.
• Ensure the accurate and timely processing of annual campaign pledges, regular account statements, and tax receipts.
• Receive and process all incoming pledge information. Process envelopes and create new envelopes as needed.
• Header envelopes to begin the CRM data entry process.
Required Education and Experience
• Duties require completion of a Bachelor’s degree or foreign equivalent and 3 – 5 years of related experience, or an Associate’s degree or foreign equivalent and at least five years of related experience, or an equivalent combination of education and experience.
• Commitment to the mission of United Way of Southern Maine.
• Knowledge of Generally Accepted Accounting Principles (GAAP).
• Ability to work independently, manage multiple tasks, and meet project deadlines accurately.
• Thorough knowledge of modern office practices, procedures, and equipment, Proficiency in a Microsoft Office 365 environment and experience working with financial management applications and databases required; experience working with a CRM system preferred
• Strong attention to detail; ability to identify and implement improvements to operating systems.
• Excellent analytical and problem-solving skills.
• Strong communication skills, both verbal and written, with a professional presentation
• Non-profit finance experience preferred but not required.
• Ability to establish effective working relationships with and provide excellent customer service to staff, vendors, donors, payee agencies, and volunteers.
• Self-confident, professional manner, with sound judgment and discretion in managing confidential information essential.
• Good decision-making skills and learning skills.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. UWSM’s COVID-19 Policy requires employees to be fully vaccinated against COVID-19 (or receive a reasonable accommodation) before starting. We operate in a hybrid work environment, mostly remote (work-from-home), with limited in-person activities.
An employee must meet the physical demands described here to perform the essential functions of this job successfully. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch or crawl; talk or hear; The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Position Type/Expected Hours of Work
This is a full-time (exempt) position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.
Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected for training purposes.
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Why choose United Way of Southern Maine?
Advancing the common good is about helping one person at a time and creating community change that benefits every community member. We are all connected and interdependent; we all win when a child succeeds in school, families are financially stable, and people are healthy.
We have a staff of 45 dedicated employees to help us achieve our goals and fulfill our mission: To improve people’s lives by mobilizing the caring power of our community. To support the great work of our employees, we offer a competitive salary and a robust benefits package, including health and dental insurance, a 403 (b) plan, life insurance, generous paid vacation, holiday, and sick time off.
Additionally, United Way of Southern Maine offers:
Convenient and central Portland and Kennebunk locations with free parking
Tuition assistance and opportunities for professional development
Wellness resources and Employee Assistance Program Access
Personal and floating holidays
Paid volunteer time off
An excellent team of top-notch professionals that share your passion for strengthening our community
United Way of Southern Maine is committed to seeking and sustaining a culturally and ethnically diverse environment and to the principles that promote inclusive practices. We are dedicated to building a diverse staff with expertise and interest in serving our communities and encouraging persons of all diversity types to apply.
United Way of Southern Maine has identified a set of Core Values as our essential tenets. These define and describe whom United Way of Southern Maine will endeavor to be in all internal and external situations.
At United Way of Southern Maine, we are:
Committed to Excellence
Leading with Integrity
Applications are accepted through November 27th, 2022. Please submit a cover letter and resume to Cameron Peden at firstname.lastname@example.org.