SUMMARY: As a member of CALM’s executive team, the Director of Finance and Administration (DFA) assumes a strategic role in the overall management of the agency, including agency fiscal operations, facilities management, and information technology systems. Reporting to the CEO, the DFA plans, implements, manages and controls all financial-related activities of the agency. The DFA works closely with the executive team on all strategic and tactical matters as they relate to budget development/management, cost benefit analysis, forecasting needs, and the securing of new revenue sources. The DFA will also oversee the organization’s information and technology systems and all aspects of facilities management. Position may be based out of any CALM office, including Santa Barbara, Santa Maria, and Lompoc.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Plan, implement, oversee, and evaluate all finance and accounting operations, including general ledger, accounts receivable and payable, fixed assets, purchasing and inventory control, cash management, and payroll.
- Manage financial accounting systems, including cash, contracts and grants management.
- Oversee cash flow planning and ensure availability of funds as needed. Prepare cash flow projections based on existing balances, including cash, receivables, lines of credit, accounts payable, budget items and operations plans. Oversee banking activities including reconciliation of bank statements and managing agency cash position.
- Manage internal and external reporting requirements, operating and capital budgets, and asset management and investments.
- Prepare accurate and timely financial reports monthly, quarterly, and annually in accordance with U.S. Generally Accepted Accounting Principles (GAAP) for use by the Board of Trustees and their committees, the CEO, and senior management staff.
- Develop and implement all policies and procedures related to accounting, internal controls, cash management and related functions, in accordance with all regulatory requirements that affect funding and operations, ensuring that fiscal management is in compliance with accounting standards and government funding regulations.
- Develop short, medium, and long-range financial plans and projections for presentation to the Executive and Leadership Teams, Finance Committee and the Board of Trustees.
- Manage the timely planning, development, implementation and monitoring of the annual agency budget. Oversee financial forecasting and cash flow for administration and programs.
- Prepare budgets and financial information needed for government funding contracts and private foundation applications; ensure grantor/government expenditure and reporting requirements are met on a timely basis.
- Prepare financial reports as required by grantors, government agencies, and for internal use. Maintain strong and consistent communication with all parties.
- Review on a monthly basis: general ledger, bank reconciliations, restricted and unrestricted assets and investments; and provide and interpret additional financial information as requested.
- Represent the agency to financial partners, including financial institutions, auditors, public officials, foundation executives, etc. Serve as primary liaison with financial institutions.
- Arrange for and ensure accurate completion of the independent annual audit, non-profit tax returns and other periodic audits, and ensure that the agency fiscal policy and internal control procedures are implemented and functioning properly.
- Maintain accurate records of the Endowment, work closely with Investment Managers and Investment Committee, and recommend to the Finance Committee the endowment draw amount to be released each fiscal year.
- Track and report on fundraising campaign pledges and pledge payments; allocate campaign funds in compliance with agency policy.
- Serve as staff liaison to the Finance, Investment, and Audit Committees of the Board of Trustees. Serve as member of the Executive and Leadership Teams of CALM’s staff management.
- Ensure the preparation of all quarterly payroll tax reports and the maintenance of all fixed asset and depreciation schedules.
- Supervise Finance staff members, who oversee accounting, payroll, and administration functions.
- Serve as primary point of contact for facilities and property management issues.
- Serve as primary point of contact for information technology consulting contractors.
- Oversee CALM’s Electronic Health Record system.
- Ensure legal and regulatory compliance regarding all financial functions.
- Remain up-to-date on nonprofit and audit best practices, and state and federal laws regarding nonprofit operations.
- Complete other duties, as assigned by the CEO.
- Carry out supervisory responsibilities in accordance with applicable laws and regulations, and within the organization’s personnel policies.
- Directly supervises the Finance Manager who oversees the Staff Accountant.
- Participates in Leadership Team meetings, as needed.
- Finance Management – uses financial and other quantitative information to provide strategic agency management; interprets and analyzes implications of key financial indicators; understands overall financial performance of the organization; monitors overall financial status of operations to make strategic decisions; responds to inquiries using appropriate formats for presenting budget/finance information consistently and accurately.
- Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.
- Professionalism– Approach others with tact, react well under pressure, treat others with respect and consideration, keep commitments and accept responsibility for own actions, work with integrity and uphold CALM values. Ability to exercise a high level of discretion and professionalism in handling sensitive situations.
- Initiative– Undertake self-development activities, is a solution seeker, look for and take advantage of opportunities, ask for and offer help when needed.
- Customer Service– Manage difficult situations, with supervisory support as needed; respond promptly to others’ needs; return emails and telephone calls from staff, volunteers, partners and vendors in a timely manner; solicit feedback.
- Dependability– Meet schedules and deadlines, must be punctual, respond to management direction in a timely manner, create and implement measurable objectives and goals.
- Planning and Organizing – Prioritize and plan work activities, manage competing priorities, use time efficiently, set goals and objectives, develop realistic action plans and take responsibility for implementing them.
- Problem Solving – Identify and resolve problems in a timely manner, gather and analyze information skillfully, develop alternative solutions, work well in a group problem solving situations, use reason even when dealing with emotional topics.
- Leadership– Display passion and optimism, inspire respect and trust, provide vision and inspiration to colleagues, give appropriate recognition to others, display willingness to make decisions, exhibit sound judgment, identify and resolve problems in a timely manner. Support staff efforts to succeed.
- Supervisory Skills – Oversee, mentor and support staff, hire staff and manage performance evaluations, provides guidance and staff training, and assist staff in reaching goals.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Strong commitment to CALM’s mission, vision, policies and strategic plan.
- Knowledge of and experience with non-profit accounting, in accordance with GAAP
- Strong skills in financial planning/forecasting, business and financial modeling and an understanding of business drivers and metrics. Ability to translate knowledge into workable systems, processes and practices to enable CALM to function most effectively.
- Experience conducting month-end and year-end close, cost allocation, revenue recognition, budget creation and management, cash management and management of restricted grants.
- Excellent verbal/written communication, analytical, and problem solving skills.
- Able to respond effectively to sensitive inquiries or complaints.
- Able to prioritize competing responsibilities, with effective time management skills.
- Able to demonstrate mature judgment, initiative and critical thinking.
- Leadership strength, strong interpersonal skills, and ability to take decisive action.
- Able to work independently and as a team member
- Able to lead, mentor and empower staff effectively, while fostering an environment of financial literacy throughout the agency; able to organize large amounts of information in a fashion that all levels of staff can understand.
- Able to provide feedback to staff in a constructive manner resulting in motivation for change
- Flexibility, organization and can-do attitude
- Strong organization skills
- Self-aware and self-motivated
- Committed to diversity, equity and inclusion
- Must have respect for confidentiality; ability to work with discretion and integrity.
- Strong computer proficiency, including Microsoft Excel, Word, PowerPoint, Outlook, QuickBooks and other financial record keeping software and HRIS systems.
- Willing and able to travel to all CALM offices/locations and attend outside meetings as needed
- Experience in overseeing IT Management and Facilities Management in a business environment.
- Must have valid CA drivers’ license, clean DMV, reliable transportation, and criminal record clearance from DOJ. Ability to travel throughout Santa Barbara County.
EDUCATION and/or EXPERIENCE:
- Bachelor’s degree (BA/BS) in Finance, Business Administration or related field from a four-year accredited college or university required; CPA or Master’s Degree preferred.
- At least 5-7 years of successful financial management experience in positions with increasing responsibility in an agency with a budget of $8M or more. Previous experience working in the nonprofit/philanthropic sector and with a non-profit Board of Directors is highly desirable.
- Experience in the behavioral health or healthcare industry and familiarity with government funding sources/reimbursement preferred.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
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.
While performing the duties of this job, the employee is occasionally required to:
- Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl.
- Drive from one location to another
- Lift and /or move up to 25 lbs.
The noise level in the work environment is usually moderate. While performing the duties of the position, the employee is not exposed to weather conditions.
HOURS of EMPLOYMENT:
This is a full-time position. A full-time work schedule will be established in consultation with the CEO; some evening and weekend hours may apply. The normal work week is Monday – Friday. Normal office hours will be established between the hours of 8:00am and 6:00pm.
COMPENSATION AND BENEFITS:
Salary is dependent on experience and education. Benefits include medical, dental, vision, life insurance, paid holidays, vacation and sick pay (accruals based upon a 40 hours per week basis) and a 403(b) matching retirement program.
CALM RESERVES THE RIGHT TO CHANGE THE DUTIES OF THIS POSITION AT ANY TIME.
CALM provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, age, veteran status, or any other protected classification.
I have read, understand and agreed to perform the functions described in the above job description. This job description is subject to review and change.
Interested and qualified applicants should submit a cover letter and resume to HR@calm4kids.org Please list the title of the position in the subject line of the email.
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Equal Employment Opportunity
CALM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. CALM policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth, and related medical conditions), religion, marital status, age, national origin or ancestry, physical or mental disability (including pregnancy, childbirth, and related medical conditions), legally-protected medical condition (cancer-related), sexual orientation, or any other consideration made unlawful by federal, state or local laws. All such discrimination is unlawful. CALM is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of CALM and prohibits unlawful discrimination by any employee of CALM, including supervisors and co-workers. To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, CALM will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result. Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should discuss their needs with their supervisor and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. CALM then will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job. CALM will identify possible accommodations, if any, that will help eliminate the limitation. If CALM determines that an accommodation is reasonable and will not impose an undue hardship, CALM will make an accommodation. If you believe you have been subjected to any form of unlawful discrimination, provide a written complaint to your supervisor or the Chief Executive Officer. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. CALM will promptly undertake a thorough and objective investigation and attempt to resolve the situation. If CALM determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination. CALM will not retaliate against you for filing a complaint, participating in an investigation, or supporting a complaint of unlawful discrimination, and will not knowingly permit such retaliation by management employees or your co-workers. If you believe you have been subjected to such retaliation, report it immediately to your supervisor or the Chief Executive Officer.