Director of Finance and Administration

About the Role

The Director of Finance and Administration serves as our senior financial and administrative leader, overseeing all accounting, bookkeeping, payroll, budgeting, financial reporting, audit coordination, compliance, and legislative reporting. This role ensures accurate financial recordkeeping in QuickBooks and strong fiscal stewardship across the organization's programs. The ideal candidate brings nonprofit finance expertise, a proactive mindset, and the ability to work both independently and collaboratively with the Executive Director, Board of Directors, and Finance Committee.

About Us

The Education Foundation of Alachua County is a 501(c)3 nonprofit dedicated to investing in the future of Alachua County Public School students. We work closely with the school district to develop and fund programming that meets the needs of students and teachers across the county. Our core initiatives include:

• Senior Scholarships – a college scholarship program open to all Alachua County high school seniors
• Catalyst for Change – a competitive grant program awarding $120,000 annually to teachers and schools for innovative projects
• Take Stock in Children – a scholarship and mentoring program currently serving 250 low-income youth
• Funds Held for Others – financial administration for the Alachua County Schools Volunteer program

Key Responsibilities

Accounts Receivable & Revenue Entry

• Maintain organizational databases and systems
• Enter all donations, receivables, grants, and event income into QuickBooks
• Process and record income from CRM, PayPal, checks, and EFTs
• Collaborate with the financial management team on grant tracking and reporting
• Create invoices as needed

Accounts Payable & Expense Management

• Enter all expenses into QuickBooks, cut checks, process payments, and manage accounts payable
• Process credit/debit card transactions and complete monthly reconciliation

Payroll & Tax Compliance

• Process payroll and enter payroll data and salary allocations into QuickBooks
• Coordinate onboarding, offboarding, and benefits administration through TriNet (PEO)
• Support personnel documentation, policy implementation, and HR compliance
• Enter payroll-related journal entries
• Prepare and submit quarterly affidavits
• Ensure timely tax payments, W-2/1099 preparation, and required filings
• Work with auditors on the annual 990 and posting to Candid

Bank & Investment Reconciliation

• Reconcile all bank accounts monthly
• Perform month-end close and reconcile balance sheet accounts

Financial Reporting and Analysis

• Prepare month-end reports (Balance Sheet, P&L, Budget vs. Actuals, Financial Summary) for the Finance Committee and Board
• Present financial reports at monthly Finance Committee and Board meetings
• Manage finances for grant reimbursements, the Endowment account, and Take Stock in Children
• Support the Executive Director and Board Treasurer with agenda items, cost analysis, and cash flow updates
• Lead annual budget development with the Executive Director, Board Treasurer, and Finance Committee

Audit & Compliance

• Serve as primary contact for the annual audit process
• Ensure compliance with nonprofit accounting standards, funder requirements, and Florida regulations
• Maintain accurate multi-fund, multi-grant accounting records

Event Financial Support

• Record event-related income (donations, ticket sales, auction proceeds) in QuickBooks
• Collaborate with the Directors of Development and Operations on event financial reconciliation

Administration and Human Resources

• Establish effective office systems for staff and operations
• Serve as liaison with vendors, business partners, and financial institutions
• Coordinate insurance policies
• Maintain personnel records and facilitate onboarding
• Support the Executive Director with HR matters including performance reviews, promotions, and terminations

Required Qualifications

• Minimum 5 years of bookkeeping or accounting experience, including at least 3 years with QuickBooks (Online preferred)
• Proficiency in Microsoft Office, including Excel formulas and data analysis
• High degree of accuracy and attention to detail
• Strong written and verbal communication skills, including presenting financial information to non-financial audiences
• Organized, self-motivated, and able to manage multiple priorities independently

Preferred Qualifications

• Strong knowledge of nonprofit accounting principles, including fund accounting, grant tracking, and deferred revenue
• Experience with payroll, benefits administration, and HR coordination through a PEO
• At least 1 year of nonprofit bookkeeping or accounting experience
• Experience with multi-fund accounting and reporting for multiple grant funders
• Working knowledge of investment accounts and portfolio reporting
• Familiarity with Florida nonprofit compliance requirements
• Experience supporting or leading an annual audit process
• Strong interpersonal skills and a collaborative style, with the ability to engage colleagues at all levels

Education

Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred. Comparable professional experience will be considered in lieu of a degree.

Employment Eligibility

All offers of employment are contingent on passing a thorough background check required by federal, state, and local government agencies. The Education Foundation of Alachua County and Take Stock in Children are equal opportunity employers and hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, disability, or any other category protected by applicable law.

Starting Salary

$65,000-75,000

To Apply

Please send your resume and a cover letter outlining your relevant experience and interest in the role to Executive Director Tatila Brock-Paul at brocktt@gm.sbac.edu.