|
Administration and Finance Officer: The Administration and Finance Officer (AFO) serves as the bookkeeper for The Arts Federation (TAF) and is an integral member of TAF’s team. The AFO is the staff lead person in all financial matters pertaining to the Corporation and is expected to maintain the highest ethical standards in dealing with the funds entrusted to TAF. The AFO plays a key role in helping TAF maintain the positive financial position it currently enjoys. Managing TAF’s financial systems is a core function of the position. The AFO must ensure excellence in all roles and responsibilities as they relate to the organization. The position supports the CEO in executing the organization’s strategic plan.
The AFO oversees and maintains the member and donor databases for TAF. Generating letters and gift receipts in a timely manner is required. The AFO is the staff lead for facility rentals and room reservations. The AFO works collaboratively as a member of a team consisting of the CEO, other TAF staff members, TAF’s Finance Committee and the board of directors. The AFO will have a bachelor’s degree with a minimum of three years related experience.
The ideal candidate will have excellent computer skills and the ability to analyze, interpret, and implement policies and procedures. The AFO will also need to possess excellent communication (oral & written), problem-solving, team culture mentality, organizational, project management, and customer service skills. This position requires that the selected candidate also demonstrate quantitative analytical skills and ability to solve complex problems with little or no guidance. The selected individual will work within a small team of committed staff members who work together to achieve the goals of The Arts Federation.
Duties/Responsibilities:
- In collaboration with other executive staff and skilled and trusted employees, develops, implements, operates, maintains, and controls the essential financial business of the company
- Ensures compliance with federal, state, local, and organizational laws, regulations, guidelines, and best practices, including but not limited to tax laws, generally accepted accounting principles (GAAP), federal acquisition regulations (FAR), and cost accounting standards (CAS).
- Maintains knowledge of developments and trends in finance and administration including technological advances.
- Facilitates implementation of new systems and major modifications of existing systems to reduce downtime.
- Implements and, when needed, revises appropriate policies, internal controls, accounting standards, and procedures for office operations.
- Executes the organization’s financial records using QuickBooks, including producing sales receipts, tracking of accounts payables/receivables, creating monthly reports including statement of activities, cash position, balance sheet, and the reconciliation of all bank accounts.
- Attends board meetings and committee meetings and prepares/presents reports as needed.
- Works with the board and CEO to plan and execute the annual budget process and ensures all staff adhere to the budget.
- Represents TAF at meetings, conferences, special events, etc., as requested by the CEO
- Undertakes such other tasks and responsibilities that are consistent with the position of AFO as assigned by the CEO.
Required Skills/Abilities:
- Demonstrated quantitative analytical skills and ability to solve complex problems with little or no guidance.
- Ability to focus on key issues and prioritize tasks
- Ability to work independently and as part of a team
-
Ability to influence and build work relationships among a diverse workforce at all levels utilizing teamwork in daily work activities
- A learning orientation to changing technology impacting business processes.
- Excellent personal computer and related software skills, including accounting, word processing, spreadsheets, database, data query, Internet, etc. and ability to learn computer applications
- Thorough knowledge of office procedures.
- Willing and able to enforce policies, procedures and rules.
- Ability to operate office equipment, including computer, phones, and copier.
- Have a driver’s license and daily access to a vehicle
- Excellent verbal and written communication skills.
-
Thorough knowledge of financial and legal best practices and requirements with a proven ability to provide sound and ethical financial counsel to executive leadership.
- Thorough understanding of and personal involvement with systems and methodologies of finance and administration.
-
Strong analytical and problem-solving skills.
- Excellent organizational skills and attention to detail
- Strong leadership skills.
-
Proficient with Microsoft Office Suite and Quickbooks Online
-
Assist with room set-up (may involve moving furniture up to 40 lbs.) and clean up
Working Environment and Physical Requirements
The majority of incumbent’s time is spent in an indoor office environment. Must be able to read reports and use office equipment, including computer, phone, and copier; answer the telephone; see to monitor parking lot and building activity. The incumbent will be expected to work at all special events, which will involve some outdoor activity in possibly hot, humid or rainy weather, and which may occur outside of normal working hours. The incumbent will assist with room set-up (must be able to lift up to 40 lbs. at times) and clean up.
The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described. Rather, they are intended only to describe the general nature of the job.
Education and Experience
Education: College degree required. Concentration in Accounting, Finance, Arts Administration, Fine Arts, and/or Arts Education.
Required Skills:
- Minimum three years of experience required.
- Possess strong computer and project management skills
- A self-starter and quick learner
- Highly organized with specific attention to detail
- High work ethic and articulate
- Ability to learn procedures and execute within an established timeline
- Proficiency with Quickbooks
- Microsoft Office Suite, and social media platforms.
- Demonstrated ability to take initiative and move work forward independently.
- Demonstrated ability to problem solve independently.
- Ability to work independently and as part of a team.
- Ability to analyze information, anticipate obstacles, and develop logical, effective solutions.
- Seeks opportunities for professional growth and applies new learning to work.
- Thrives in a lean, fast-moving, and evolving environment.
- Demonstrates self-awareness, empathy, and constructive interpersonal interactions.
- Proficient in common office and collaboration software (e.g., Microsoft Office Suite, Google Workspace, Zoom, etc.).
- Comfortable learning and navigating new systems or databases as needed.
- Uses technology to improve efficiency, communication, and service delivery.
-
Special Skills:
- Experience in the nonprofit sector preferred
-
Ability to learn procedures for trouble-shooting building operations, including heating/cooling, electrical, elevator, plumbing, etc.
The incumbent will need to be able to work in the office during business hours, which are 9:00 am - 5:00 pm, Monday through Friday. Some work may be required outside of regular business hours. For a full job description and job responsibilities, click here.
This is a full-time and salaried position. Employees of TAF receive a generous benefits package that includes health, vision, dental and life insurance coverage, and retirement account with company match. Vacation and sick time as well as holiday pay is also provided. The salary for the position is $40,000 per year with bi-weekly pay.
|
