Job Title: Director of Finance and Administration
Department: Administration
Reports To: Executive Director

Job Purpose, Scope & Responsibilities

Job Purpose:

Finance & Accounting: Direct and oversee the financial activities of the organization, plan and direct the accounting operations of the organization, direct the preparation of financial reports and summaries, and create forecasts predicting future growth.

Human Resources: Plan, lead, direct, develop, and coordinate the policies, activities, actions related to Human Resources organization-wide, ensure legal compliance, and implement the organization’s mission and talent strategy.

Job Duties and Responsibilities:

Finance & Accounting

• Maintain and periodically update a documented system of accounting policies and procedures
• Implement a system of controls over accounting transactions to minimize risk
• Oversee general accounting functions, including accounts payable, accounts receivable, general ledger entries, month-end closing
• Prepare payroll and perform bank reconciliations
• Manage cash flow
• Review commercial credit card transactions prepared by Accounting Manager
• Primary internal contact for IT, payroll, employee benefits, banking, and corporate insurance services
• Prepare all corporate insurance applications and renewals
• Prepare or direct preparation of all periodic financial reports, ensuring that the reported results comply with generally accepted accounting principles, including but not limited to:
• Academy monthly CRM reconciliations prepared by Accounting Manager
• Retail vendor financial analysis
• Financial components of grant proposals and reports
• Dance/USA and other trade group financial surveys
• Financial statements and reports for distribution to the Board of Trustees and its Committees, funders, and banks
• Financial reports related to Strategic planning tactics
• Prepare or direct preparation of tax and information returns, including, but not limited to:
• o Monthly sales tax returns
• o North Carolina & South Carolina Secretary of State Charitable Registrations
• o Forms 5500 for 403(b), HSA, and FSA plans
• o Semi-annual sales tax refund returns
• o Trademark filings
• Work with the Executive Director, Artistic Director, and Board of Trustees to coordinate and establish priorities for the planning & budgeting process. Review planning process and suggests improvements to current methods.
• Produce the annual budget and maintain monthly forecasts with input from the leadership team. Provide financial analysis of year-end forecasts and cash flow monthly
• Compile and produce year-end forecast reports based on input from Department Heads.
• Oversee any necessary adjustments to year-end forecast and annual budgets.
• With oversight from the Executive Director, report findings to leadership team and appropriate committees/members of the Board of Trustees.
• With oversight from the Board of Trustees Audit Committee, work with external auditors to provide needed information for the annual audit
• Work with external CPA firm to provide needed information for the preparation of the annual Form 990
• Ensure compliance with local, state, and federal government requirements.
• Ensure compliance with financial stipulations for grant and government funding. Ensures donor restrictions and Board designations are adhered to from a financial perspective.
• Execute Finance Committee directives regarding investment of funds in compliance with Board-approved Investment Policy with third party investment firms.
• Supervise Accounting and Finance team members
• Other duties as assigned

Human Resources

With the support of Human Resource Manager and external Human Resource Consultant:

• Create and maintain a documented system of human resources policies and procedures
• Monitor and ensure the organization’s compliance with federal, state, and local employment laws and regulations, and recommended best practices based on trends and new technologies.
• Review and modify policies and practices to maintain compliance. Apply this knowledge and communicate changes in policy, practice, and resources to leadership team.
• Collaborate with Leadership team to understand the organization’s goals and strategy related to staffing, recruiting, and retention
• Administer or oversee the administration of human resource programs including, but not limited to, compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
• Maintain personnel files for all current and past employees in accordance with record retention policies
• Maintain PTO and sick time records for all employees
• Manage workers compensation practices and claims
• Work with leadership team to determine staffing and recruiting needs. Maintain and improve best practices for hiring and talent management.
• Develop and implement departmental budget.
• Facilitate professional development, training, and certification activities as requested.
• Participate in research and analysis of organizational trends including review of reports and metrics from the Advisory Board for the Arts and Dance/USA.
• Other duties as assigned.

Job Dimensions and Qualifications

Positions Supervised:

• Accounting Manager, Human Resources Manager

Internal Contacts:

• Executive Director, Artistic Director, All Department Leaders

External Contacts:

• Retail Manager, Human Resource Consultant, other Vendors, Bankers, Board of Trustees

Education Level and Focus:

• Bachelor’s Degree

Years and Type of Related Experience Required:

• CPA Certification a plus; or 7-10 years accounting experience, non-profit experience preferred, Microsoft Office Package, Non-Profit audit experience and Blackbaud software experience is a plus

Professional/Technical Competencies

• Serves as vital part of accounting and human resources
• Communicates clearly and effectively with both internal and external contacts.
• Readily foresees roadblocks in goal meeting and works quickly in problem solving to achieve goals in timely manner.
• Serves multi-departmental accounting and IT needs with professionalism and timeliness.
• Consistently performs at high level of excellence in daily tasks.
• Coordinates daily activities with Executive Director.
• Continuously promotes the Charlotte Ballet both in and out of the office.
• Actively and enthusiastically participates in regular meetings.
• Acts as a good steward of our funding.

Learn more and apply now.