Vice President of Finance & Administration

PURPOSE OF POSITION:

The Vice President of Finance & Administration serves as the organization's senior financial and administrative leader and is responsible for the financial stewardship, administrative infrastructure, and operational integrity of the organization. Reporting directly to the President & CEO, the Vice President provides strategic financial leadership and ensures the organization maintains strong financial health, accountability, transparency, compliance, and operational effectiveness.

The Vice President oversees all financial functions of the organization, including budgeting, accounting, financial reporting, cash management, investments, audit, compliance, internal controls, risk management, payroll administration, and financial policies and procedures. The position also oversees key administrative functions including human resources administration, employee benefits and insurance, facilities, vendor relationships, and office administration.

The position provides leadership and supervision to the Data Manager and Administrative Assistant and works collaboratively with all members of the United Way team to ensure organizational resources, systems, and processes support United Way of Marion County's mission and strategic priorities.

DUTIES AND RESPONSIBILITIES:

Financial Leadership & Stewardship

• Partner with the President & CEO as a trusted advisor on financial strategy, organizational sustainability, risk, investments, resource allocation, and other strategic decisions.
• Maintain a comprehensive understanding of the organization's financial position, financial trends, opportunities, and risks.
• Monitor the organization's financial health, including cash position, reserves, liquidity, investments, revenue, expenditures, and financial commitments.
• Promote a culture of accountability, transparency, ethical stewardship, and responsible use of donor and organizational resources throughout the organization.
• Identify financial risks and opportunities and provide timely recommendations to the President & CEO and Board leadership.
• Ensure appropriate safeguards are in place to protect organizational assets and donor resources.

Budget Development & Financial Planning:

• Lead the annual organizational budget development process in partnership with the President & CEO and department/program leaders.
• Monitor actual financial performance against approved budgets and identify significant or emerging variances.
• Analyze historical financial performance and current trends to inform future budgets and financial planning.
• Assist the President & CEO and leadership team in evaluating the financial implications of new programs, initiatives, contracts, partnerships, investments, and other strategic opportunities.
• Maintain a strong understanding of United Way’s mission, business model, community impact priorities, and local operating environment.

Accounting & Financial Operations:

• Oversee the organization's accounting and financial operations, ensuring accurate and timely recording of all financial activity.
• Oversee general ledger, accounts payable, accounts receivable, deposits, reconciliations, journal entries, and month-end/year-end closing processes.
• Ensure accurate accounting for restricted and unrestricted funds.
• Oversee campaign receivables, pledge processing, donor designations, allocations, and related financial activity.
• Oversee accounting for grants, contracts, sponsorships, special events, and other revenue-generating activities.
• Maintain appropriate financial records, supporting documentation, equipment records, and records retention practices.
• Review and improve financial procedures to increase efficiency, accuracy, accountability, and internal controls.

Financial Reporting, Board Support, Audit & Regulatory Compliance:

• Prepare and/or oversee preparation of timely monthly, quarterly, and annual financial reports.
• Serve as staff liaison to the Board Treasurer and the Board Finance Committee to ensure appropriate financial oversight.
• Lead and coordinate the organization's annual independent financial audit.
• Coordinate preparation and timely filing of the organization's IRS Form 990 and other required financial filings.
• Ensure compliance with applicable federal, state, and local laws and regulations.
• Ensure compliance with applicable United Way membership, reporting, financial management, and accountability requirements.
• Maintain appropriate documentation and internal controls to support audits and regulatory compliance.
• Oversee required state charitable registrations, business filings, licenses, and other applicable organizational filings.

Cash Management, Banking & Investments:

• Oversee organizational cash management and short- and long-term cash flow forecasting.
• Manage relationships with banks, investment managers, payment processors, and other financial institutions.
• Oversee banking services, ACH transactions, credit cards, electronic payments, positive pay, and other financial tools.
• Monitor bank and investment account reconciliations.
• Oversee the organization's investment and endowment accounts in accordance with Board-approved policies.

Payroll, Human Resources Administration & Employee Benefits:

• Under the direction and supervision of the President & CEO, oversee the organization's administrative human resources functions.
• Oversee payroll processing and ensure timely and accurate payroll, tax withholding, reporting, and related recordkeeping.
• Administer employee benefits, annual enrollment and renewal, and serve as the primary administrative contact for benefits providers and brokers.
• Ensure appropriate administration of retirement plan contributions and related reporting.
• Support onboarding, offboarding, and other administrative HR processes in coordination with the President & CEO and appropriate supervisors.
• Assist the President & CEO with implementation and administration of personnel policies and procedures.
• Maintain confidentiality of employee, payroll, compensation, benefits, and other sensitive information.

Administrative Operations, Facilities & Vendor Management:

• Oversee the organization's insurance portfolio and serve as the primary administrative contact with insurance brokers and carriers.
• Maintain appropriate documentation related to general liability, property, workers' compensation, directors & officers, cyber, employee benefits, organizational property, equipment, and assets.
• Oversee facilities-related administration, including building maintenance, security, utilities, service agreements, leases, and vendor relationships.
• Coordinate facility needs and maintenance in consultation with the President & CEO.
• Manage relationships with facility, maintenance, technology, office equipment, and other administrative vendors.
• Review administrative expenses and identify opportunities for efficiency and cost savings.
• Establish and maintain administrative policies and procedures that promote consistency, accountability, and efficiency.
• Ensure appropriate handling, retention, and security of organizational records.
• Directly supervise Data Manager and Administrative Assistant. Establishing clear expectations, goals, priorities, and performances standards.

EDUCATION and EXPERIENCE REQUIREMENTS:

REQUIRED QUALIFICATIONS

• Bachelor's degree in accounting, finance, business administration, nonprofit management, or a related field.
• Minimum of five years of progressively responsible experience in accounting, finance, nonprofit finance, or financial administration.
• Demonstrated experience managing organizational budgets and financial reporting.
• Demonstrated knowledge of generally accepted accounting principles (GAAP) and nonprofit accounting practices.
• Experience overseeing audits, tax filings, and regulatory compliance.
• Experience with payroll, employee benefits, insurance, and administrative operations.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• High level of integrity, discretion, and professional judgment.
• Proficiency with Microsoft Office and accounting/financial management systems.
• Ability to communicate financial information effectively to individuals with varying levels of financial expertise.

PREFERRED QUALIFICATIONS

• CPA, MBA, or other advanced professional credential.
• Nonprofit or United Way experience.
• Supervisory and team leadership experience.
• Experience with donor/campaign accounting and restricted funds.
• Experience with grant accounting and reporting.
• Experience with investment management and endowment administration.

PHYSICAL REQUIREMENTS:

• Ability to perform primarily sedentary, computer-based work in an office environment.
• Ability to use a computer, keyboard, mouse, telephone, calculator, and other standard office equipment for extended periods.
• Sufficient vision and hearing, with or without reasonable accommodation, to perform essential job functions.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to occasionally reach for, retrieve, and carry light office materials.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment:

• Works primarily in an office environment with limited community involvement at meetings and events

Special Requirements:

• Valid Florida Driver’s License with a clean driving record
• Subject to drug screening
• Subject to records check
• Subject to fingerprinting as required by external agreements

Salary Range: $78k - $85k commiserate with experience

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required of personnel so classified.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

The omission of specific statements of duties does not exclude them from the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.