The essence of the Finance and Administration Manager role (4 days per week, hybrid) is overseeing all aspects of the finances of the non-profit Essex National Heritage Commission- including daily financial operations, accounting and payroll, federal and state filings, and the annual Federal Single Audit, consistent with our established goals, objectives, and policies. This role also interacts with our external HR Consultant, as needed, to ensure the HR functions of the organization are met by the Consultant.

The role may work with an outside or contracting CPA and also with the Essex Heritage Audit Committee, at times, as needed. This role requires a strong understanding of accrual accounting, revenue recognition, and accounting principles, and a scrupulous and meticulous nature. This position is supported by a finance assistant who handles daily office tasks, such as data entry and filing, among other tasks.

Responsibilities include:

Finance

· Keeping CEO informed and up-to-date on all aspects of Essex Heritage fiscal affairs and financial health

· Preparing budgets and documents that communicate Essex Heritage’s financial position to Trustees and staff, as needed

· Responsible for maintaining all the financial records of the organization and ensuring their accuracy

· Responsible for communicating this financial information to CEO, the Executive Committee, the Board of Trustees weekly, monthly, and yearly, as requested (including attendance at Board meetings)

· Oversee the preparation and filing of federal and state financial reports

· Responsible for preparing the yearly budget and monthly budget and the preparation and monitoring of staff program budgets

· Manage the collection and disbursement of all funds, the payment of debts and collection of revenue

· Oversee in-house procedures to approve and track the expenditure of funds

Compliance and Grants

· Functioning as Essex Heritage’s Compliance Officer with federal, state and local regulations including IRS 990, MA PC, NPS financial reports and requisitions, and vendor contracts.

· Manage the federal requirement for matching funds and oversee the process for reaching this annual requirement

· Manage the financial records and reporting required by federal, state, and private grantors to Essex Heritage

· Responsible for managing the draw-down of federal and state funds and maintaining all necessary registrations related to these funds

· Managing contracting and reporting for the various federal, state and private grants which support Essex Heritage programs

· Work directly with the National Park Service and other federal agencies to create the budgeting data for Cooperative and Task Agreements.

Supervision of Staff

· Hiring of Finance Assistants, as needed, with support from HR

· Managing daily performance and annual performance evaluation of Finance Assistant

· Assign work and review thoroughness and accuracy of work assigned

Knowledge, Skills and Abilities (KSAs) required:

· Meticulous and focused nature, with superior attention to detail and focus on accuracy

· Exceptional project management skills to manage the tracking of over 20 separate revenue streams and carefully track employees’ time that is allocated to each stream, in some cases multiple streams.

· Extensive experience with finance, grant money reporting & disbursement, and financial record keeping

· Experience in finance for non-profit strongly preferred

· Super-user of Excel programs

· Familiarity with 2-CFR 230(code of federal regulations) and Federal forms SF-424 series and SF-425 a strong plus

· Collaborative, respectful, and positive attitude

· Ability to translate complex financial terms into understanding for non-finance people

Minimum Education and Experience required:

· College degree in Accounting or Finance preferred, equivalent experience considered

· Experience processing financial data required, such as payroll, accounts payable/receivable

· Extensive experience with QuickBooks

Supervisory/Managerial Experience and Responsibility:

Supervisory experience a plus

Direct supervision of one employee, the Finance Assistant

Work Environment:

Work is performed in standard office environment a minimum of 2 days per week. Some work can be performed remotely via computer, Zoom and other media. The environmental conditions are moderate noise levels and vibrations from high-speed printers and other peripherals. In most cases, worker is not substantially exposed to adverse environmental conditions. Work involves operation of personal computer equipment for 8 hours or more daily. Visual acuity requirements for Close visual acuity.