POSITION SUMMARY

The Director of Finance and Operations (DFO) is a new position created to support strategic growth. As Native Plant Trust approaches its 125th anniversary, it has a strong vision and a commitment to investing in the core operational areas that ensure success. The DFO will join an organization with a $5.5 million operating budget and 30 year-round staff plus 20 seasonal staff based at three locations—headquarters in Wayland, MA; Garden in the Woods (Framingham, MA); and Nasami Farm (Whately, MA). While many of the DFO’s job responsibilities must happen in the Wayland, MA office, the DFO will have the opportunity to shape the virtual, hybrid, and flexible work policies.

The DFO oversees and ensures the integrity and efficiency of Native Plant Trust’s financial, human resources, infrastructure, and IT functions; supports the CEO and department heads on financial and personnel matters; and supports the Board of Trustees in the effective execution of its fiduciary duties. To accomplish this, the DFO is supported by three full time staff and external consultants, including:

• an accounting firm that provides general ledger, bill processing, payroll, and financial reporting services and that maintains the fixed asset inventory;
• an audit firm that conducts the annual financial audit and prepares audited financial statements and tax returns for local, state, and federal entities;
• an investment firm that manages assets such as endowments, charitable remainder unitrusts, and temporarily restricted accounts;
• an HR firm that provides updates to the employee guidelines document and professional advice to the CEO and DFO;
• a benefit broker for health, life, and disability insurance and Flexible Spending plans;
• a financial manager and a third-party administrator of the 403(b) retirement plan;
• an insurance firm for Workers’ Comp; property, auto, and liability insurance; Directors and Officers insurance; and the ERISA bond for the retirement plan.

PRIMARY RESPONSIBILITIES

Financial (60%)

• Work with the external accounting firm and business office staff to refine or establish internal financial policies and processes to ensure robust financial controls, appropriate segregation of duties, and efficient work flow.
• Review, and revise as needed, policies, processes, and systems for initiating, authorizing, and tracking purchase orders and contracts.
• With help from directors, create annual operating and capital budgets, conduct long-term budget planning, and ensure effective managerial and board oversight of the budget.
• Track restricted fund and grant expenditures, manage and report the release of temporary restricted funds, and ensure compliance with grant terms and donor restrictions.
• Provide CEO and Board of Trustees with financial reports and forecasts as needed.
• Approve purchase orders and contracts, oversee accounts payable and receivable, and pay invoices. Ensure payment of quarterly Massachusetts sales tax generated by sales of plants and merchandise.
• Ensure compliance with several states regarding their annual requirements for being a business in good standing.
• Monitor cash flow and, with appropriate reporting to Finance and Investment committees, undertake limited transactions in professionally managed investment accounts and in brokerage accounts. Manage and serve as primary contact for beneficiaries of Charitable Remainder Unitrusts.
• Manage the annual audit and tax preparation, review statements and forms, convene Audit Committee, and ensure local, state, and federal documents are submitted as required. On a regular basis, evaluate accounting and audit services, change services contracted as needed, or search for new firms if appropriate.

HR & Benefits (10%)

• Work with external HR firm, and legal counsel as needed, to ensure employee guidelines are updated and comply with all state and federal regulations; ensure that all required notices are posted. Ensure all staff understand employment policies and benefits; answer questions and work with external HR firm to resolve personnel matters.
• Conduct salary, benefit, and staff policy benchmarking and recommend changes to CEO, Compensation Committee, and Finance Committee to ensure compensation is competitive and equitable. Work with external benefits brokers and administrators to review insurance and retirement plans, make changes as needed, and ensure compliance with all regulations.
• Counsel staff preparing onboarding, termination, and bi-weekly payroll documents, and ensure compliance with all regulations. Support department heads and managers conducting performance reviews, salary planning, and effective, legally compliant search and hiring processes.
• Develop and adjust remote, hybrid, and flexible work policies and strategies to maximize staff effectiveness, cohesion, and work-life balance.

General Operations, IT & Facilities (20%)

• Work with insurance agent to acquire and maintain comprehensive insurance coverage. On a regular basis, evaluate insurance company services, change services or agents as needed, or search for a new firm if appropriate.
• Oversee development of emergency response plans, and lead crisis/emergency response. Oversee development of safety procedures and manuals appropriate for all properties and field activities, and ensure staff are properly trained in safety and accident-reporting procedures.
• Supervise IT staff and IT consultants who ensure hardware, software, databases, websites, conferencing, and payment processing are secure and meet operational needs. Oversee selection of vendors for information and telecommunications hardware and systems; execute and manage contracts.
• Oversee leases for property and equipment, and ensure assets are properly recorded and tagged. Ensure buildings and public water system are properly inspected and permitted via contracted work.
• Working with relevant department heads or onsite managers, identify and hire contractors for facilities maintenance or capital improvements; execute and manage contracts.

Working Relationships (10%)

• Reports, and provides counsel, to the CEO.
• Serves with other department heads on the senior leadership team and supports their operational needs in finance, HR, and infrastructure.
• Supervises the Business Office Manager, Administrative Assistant, and IT Manager.
• Serves as primary staff liaison for the Finance, Investment, and Audit committees of the Board of Trustees; provides financial reports, analysis, recommendations, and logistical support.
• Hires and supervises professional service providers, including accountant, auditors, HR advisors, insurance brokers, and legal counsel.

SKILLS AND EXPERIENCE

Qualified candidates will have:

• A relevant bachelor's degree and five years of relevant experience, or a comparable combination of education and experience. MBA preferred.
• Experience with state and federal grants and contracts, and familiarity with the regulations pertaining to those.
• Excellent management skills and judgment, with a proven record of empowering a team by setting priorities, developing strategies and tactics, and motivating staff performance.
• Demonstrated understanding of nonprofit finances, accounting, and reporting; ability to present financial concepts and information clearly to colleagues and board members without financial backgrounds.
• Demonstrated understanding of HR principles and state and federal policies.
• Experience overseeing operations and making strategic process improvements, including leveraging technology to improve efficiency and outcomes.
• Strong communications and interpersonal skills, including ability to negotiate with and manage partners and vendors and to work productively with colleagues.
• Strong computer skills and ability to quickly master software and online platforms specific to the organization’s operations. Software and online platforms currently used by the organization include Paylocity, Bill.com, Lightspeed, and Altru.

COMPENSATION

Starting salary will be $95,000 - $130,000 plus benefits.

To Apply

Please submit a letter of interest and resume (MS Word or PDF formatted files, with your last name at the beginning of the file name) to businessoffice@NativePlantTrust.org using the subject line “DFO Application.” For full consideration, applications should be received by March 22, 2024.