Employment Opportunities

Title: Finance & Operations Director

Reports to: the Chief Executive Officer

Position Summary

The Finance & Operations Director plays a critical role in overseeing the financial health and operational efficiency of the organization. This hands-on position is primarily responsible for managing accounting functions, budgets, payroll, and compliance, while also supporting HR processes, vendor management, and administrative systems. The ideal candidate brings strong financial expertise and a detail-oriented approach to ensure smooth day-to-day operations that directly support the organization’s mission and sustainability.

Essential Duties and Responsibilities

Accounting & Finance

• Oversees all financial transactions; supervises accounting systems; responsible for monthly account reconciliations including all cash, investment, A/R, A/P, billing and all balance sheet accounts, vendor invoice entry and bank deposits.
• Closes out monthly fiscal activity in a timely manner and prepares the monthly comparative financial reports and balance sheet; attends the monthly Finance and Executive Committee meetings and Board of Director bimonthly meetings.
• Assists programming staff with program budgets, spending, and reporting.
• Provides direct oversight of external audits and state submissions as required by law; coordinates annual audit with agency staff and auditors; and acts as custodian for financial and legal records.
• Responsible for timely submission of all annual external returns and filings including, city, state and audit requirements.
• Coordinates and meets with internal stakeholders as appropriate to prepare annual budget for CEO review and Finance Committee and Board of Directors approval.
• Presents monthly budget variances, cash flow projections and spending compliance for management to Finance Committee.
• Ensures the preparation of legally mandated documents (unemployment tax filings, state and federal payroll tax filings, and other pertinent reporting) including compliance with applicable federal and state regulations.
• Works as part of the internal team on grant budgeting, funding appropriations, and spending compliance.

Human Resources Administrative Responsibilities

• Responsible for new employee onboarding to include providing benefit and enrollment information, ensuring completion of required forms and providing necessary resource information (e.g. I-9, Employee Handbook and Acknowledgement, etc.).
• Meets with terminating employees to provide them with necessary forms and information related to their transition; may perform exit interview if requested by CEO.
• Processes biweekly payroll.
• Processes EEC background checks for employees, volunteers, Director and vendors; monitors for renewals and notifies those with expiring checks in advance.
• Acts as company’s Leave Administrator for Massachusetts’s Paid Family and Medical Leave Program.
• Administers all benefits plans and participates in renewal discussions with insurance agents and/or other vendors and communicates plan changes and enrollment process.
• Ensures that the HR onboarding operations, technology related information and documentation, financial and HR forms and documents are completed accurately and kept up to date in compliance with state and federal regulations and organization’s policies.

Vendor Management

• Coordinates vendor visits and assigns appropriate staff to work with them as needed.
• Acts as initial point of contact for all vendor contracts and insurance renewals, negotiating best terms.
• Reviews contracts for accuracy and clarity and meets with CEO to provide context on any suggested and negotiated changes for CEO signature.
• Addresses facility management issues as necessary; identifies appropriate resources to address issue.
• Performs annual System for Award Management (SAM) renewal to ensure proper registration and certification is in order for purposes of federal and state funding and grant assistance.
• Annually files required information (business entity, director information, audit) with the state Corporations Division to ensure compliance and to stay in good standing; and makes required payment.

Other Responsibilities

• Leads city annual inspections (e.g. fire, health, elevator, etc.).
• Assists the Chief Programs Officer with Department of Education and Childcare (DECC) to meet requirements and renewals.
• Serves as one of the contacts with the DECC to be able to enter and upload information.
• Serves as IT Data Coordinator, submits tickets to IT vendor to add/remove new users as well as to address system access and application issues.
• Assists Chief Programs Officer with coordinating necessary program staff training.
• Acts as training coordinator to ensure that training requirements as outlined within the information security policy (WISP) are met.
• Undertake specific tasks as assigned by CEO to enhance effective overall operations of the organization.
• Engages with CEO on a regular basis to update them on any ongoing issues or concerns, including progress, support and/or guidance needed to work towards resolution.
• Safeguard all confidential information used in the performance of duties.
• Serves as a representative of Girls Inc by displaying courtesy, tact, consideration, and discretion in all interactions with other members of the Girls Inc. community and with the public.
• Other duties may be assigned.

Core Competencies

• Ability to manage change.
• Ability to provide a high level of membership engagement.
• Ability to provide professional services to both internal and external stakeholders in a collaborative, team environment.
• Ability to be innovative and creative.

Qualifications

• Minimum of 3 years’ directly related experience; to include experience with A/P, A/R, budgeting and preparing financial reporting.
• Preferred experience with Massachusetts Department of Early Education and Care contracts.
• Ability to work independently and exercise sound judgment to effectively problem solve.
• Must be proficient with QuickBooks or a related accounting and billing software.
• Working knowledge of Microsoft Word and Excel.
• Ability to multi-task and prioritize effectively.
• Strong organizational, communication (both written and oral), and interpersonal skills.

Working Conditions and/or Physical Requirements

(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 the essential functions).

Quickly and safely ambulate, bend, stoop, kneel and reach, with or without the aid of mechanical devices and can perform these in a fast paced, demanding environment. The team member must occasionally lift and/or move up to 25 pounds. Regularly required to sit and talk or hear. Frequently required to use hands and fingers to handle or feel.

Please email Chief Executive Officer Bopha Malone to apply.