Director of Finance and Operations

POSITION SUMMARY:

The Director of Finance and Operations ensures that Friends of Karen’s mission is sustained by a foundation of operational excellence and fiscal integrity. By directing financial strategy, human resources, and administrative activities, the DFO provides the stability required to serve families in need. This role works collaboratively with the Leadership Team and Finance Committee of the Board of Directors to maintain sound financial practices, manage the annual budget, and ensure full regulatory compliance for the organization.

ESSENTIAL FUNCTIONS:

1. Financial Leadership & Budgeting

• Fiscal Strategy: Lead the annual budget planning process in collaboration with the Executive Director and the Board’s Finance Committee; ensure the final budget aligns with FOK’s strategic goals.
• Financial Oversight: Direct all financial planning and capital budgets, monitoring progress and providing the Executive Director and Board with transparent, accurate, and timely financial reports.
• Cash Flow Management: Oversee cash flow planning and analysis to ensure the continuous availability of funds for organizational programs and operations.
• Board Relations: Act as the primary staff liaison to the Finance and Audit Committees, ensuring they operate with maximum public accountability and rigorous financial controls.

2. Accounting, Audit & Compliance

• Financial Reporting: Oversee all accounting functions, ensuring the maintenance of systems, internal controls, and "audit-ready" financial records.
• Audit & Tax: Oversee the annual external audit process and ensure the proper, timely filing of all federal and state tax returns (Form 990, etc.).
• Regulatory Compliance: Ensure 100% legal and regulatory compliance regarding all financial functions, including the management of the 403(b) retirement program and contract reviews in partnership with the Development Department.
• Records Retention: Maintain all financial and tax documentation in strict accordance with FOK’s document retention policies and government mandates.

3. Payroll & Benefits Administration

• Payroll Management: Oversee the bi-weekly payroll process, including the preparation of quarterly federal/state reports and year-end W-2s.
• Benefits Oversight: Oversee the annual renewal and daily administration of the employee benefits program, ensuring competitive and compliant offerings.
• Tax Documentation: Manage the processing of yearly 1099s, W2-Gs, and required Department of Labor or Census reporting.

4. Human Resources & Talent Management

• Policy Development: Lead the implementation and updates of the Employee Handbook and personnel policies to ensure alignment with current labor laws.
• Performance Management: Direct the annual performance management process and provide guidance to leadership on performance concerns and staff development.
• Talent Acquisition: Serve as a key member of the Hiring Team to ensure strategic staffing and proper onboarding of new personnel.
• Departmental Leadership: Supervise and mentor the Finance and Administration team, fostering a culture of accuracy and professional growth.

5. Operations, Infrastructure & Risk Management

• Contract Negotiation: Manage and negotiate office leases, service agreements, and equipment contracts to ensure operational efficiency and cost-effectiveness.
• Risk & Insurance: Oversee the organization’s insurance portfolio (Liability, D&O, Auto, etc.) and ensure workplace safety standards are met.
• Asset Management: Maintain the inventory of fixed assets and file required local reports, such as Real Property Tax Exemptions.
• Strategic Planning: Participate as a member of the Leadership Team in organizational strategic planning and special projects as assigned by the Executive Director.

QUALIFICATIONS:

Education & Professional Certification

· Education: Bachelor’s degree in Accounting, Finance, or Business Administration is required.

· Advanced Credentials: An MBA or CPA is strongly preferred.

· Certification: Current status as a Licensed Notary Public is a plus (or willingness to obtain commissions).

Financial & Operational Expertise

· Professional Experience: At least 7 years of progressively responsible financial management experience, with a proven track record in a non-profit organization ($5M budget preferred).

· Fiscal Systems: Deep experience managing fiscal systems for diversely funded organizations, including expertise in restricted fund accounting and grant compliance.

· Strategic Leadership: Proven experience in a senior leadership role, partnering with executive staff to develop and maintain robust financial management systems and internal controls.

· Technology Proficiency: Advanced mastery of non-profit accounting and finance software packages (e.g., Sage Intacct, Blackbaud Financial Edge, or QuickBooks Enterprise) and advanced Excel skills.

Human Resources & Administration

· HR Best Practices: Solid understanding of Human Resource management, including benefits administration, labor law compliance, and performance management frameworks.

· Operational Negotiation: Strong negotiation skills with a history of successfully managing office leases, vendor contracts, and insurance renewals.

Leadership & Communication

· Board Relations: Demonstrated diplomacy and professionalism in working with a Board of Directors and Finance/Audit Committees.

· Communication Mastery: Exceptional written, oral, and presentation skills, with the ability to "tell the story" behind the numbers to non-financial stakeholders.

· Analytical Rigor: Superior analytical and organizational skills, with a high degree of attention to detail and accuracy.

Core Competencies

· Collaborative Leadership: A proven ability to lead and mentor a team in a flexible, mission-driven, and collaborative environment.

· Integrity & Discretion: Highest level of professional integrity and the ability to handle sensitive and confidential information.

· Mission Alignment: A sincere and deep commitment to the mission and values of Friends of Karen.

Job Type: Full-time

Pay: $110,000.00 - $120,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in North Salem, NY 10560

Salary : $110,000 - $120,000