Director of Administration

As a key member of the senior management team, the Director of Administration is primarily responsible for the management and direction of all administrative functions, including the finance department and the payroll/benefits management of Ronald McDonald House Charities of Jacksonville, Inc. (RMHCJ). This individual will ensure the effective management of financial operations, human resources and administrative support to promote organizational efficiency and achieve strategic goals. The desire to develop systems, conquer complex challenges and being a central part in the organization’s strategic direction is important to the success of this role. This role also fosters fiscal responsibility and compliance as well as being responsible for accurate and timely input of financial data. As the Director of Administration, there is an expectation that processing of fiscal data and payroll and benefits management runs smoothly and efficiently.

Responsibilities

• Oversees the adequacy and soundness of the organization’s financial structure including budgeting, forecasting and financial reporting.
• Drives and manages the annual budget process, including preparation, presentation and monitoring.
• Works with all vendors, as identified, to keep payroll, benefits and fiscal management processing timely and accurately.
• Assists in formulating the organization's future direction and supporting tactical initiatives, recommending fiscal policy updates, as identified.
• Leads the process to develop and monitor short- and long-term operating budgets that reflects the organization’s strategic plan.
• Manages the capital request and budgeting processes.
• Develops performance measures that support the strategic direction.
• Maintains in-depth communication with all members of the management team and other staff.
• Implements operational best practices relative to transaction processing systems, ensuring that appropriate internal controls are in place.
• Collaborates with managers on risk management issues, specifically related to finance-related areas.
• Oversees the issuance of financial information.
• Reports financial results to the CEO, management team and Board of Directors.
• Monitors financial issues involving the organization, the non-profit industry and Global RMHC.
• Reviews and maintains vendor contracts to ensure issues are addressed and payments are scheduled, as required.
• Ensures the organization complies with legal and regulatory requirements.
• Ensures that record keeping and financial controls meets the requirements of auditors and government agencies.
• Maintains relations with external auditors and investigate findings and recommendations.
• Oversees preparation and timely completion of the IRS Form 990, and other regulatory and tax reporting.
• Monitors 401(k) Retirement Plan for compliance and prepare annual Form 5500.
• Monitors cash and loan balances with cash forecasts.
• Monitors investment activity and balances, including maintaining records for restricted and unrestricted amounts in accordance with GAAP and other regulatory and tax reporting requirements.
• Maintains Endowment Campaign or Expansion revenue and expenditure records, and report to CEO, Board of Directors and bank representatives for loan compliance, when applicable.
• Acts as liaison between organization, governmental agencies, and financial institutions, as directed by the CEO, Finance Committee and Board of Directors.
• Supervises all accounting functions, including accounts payable, accounts receivable, fixed assets, payroll, monthly reconciliation and financial reporting.
• Maintains systems and standards for reconciliations, financial record keeping, reporting and budgeting.
• Establishes and maintain appropriate internal controls, including safeguards such as reviews by designated staff or board members of transactions to compensate for the limited number of accounting staff.
• Ensures accuracy and compliance with generally accepted accounting procedures (GAAP), regulatory, or nonprofit rules and requirements and organizational policies and procedures.
• Provides clear and concise financial reports to CEO, Finance Committee, Board of Directors and other entities, as required.
• Produces reports to managers, as directed by CEO, such as actual to budget reporting.
• Reviews and reconciles revenue transactions per general ledger to Development and Operations/Family Services systems.
• Works with Development, Operations and Family Services to record in-kind transactions throughout the year; review in detail to ensure transactions are accounted for and reported in accordance with GAAP.
• Assesses, maintains, and upgrades accounting software as needed.
• Ensures the document retention and destruction policy is followed when discarding confidential and organizational paperwork.
• Assists with process to assess and improve interface efficiency, accuracy and integrity between accounting, family services and fundraising systems for reporting to CEO, Board and management team.
• Maintains certification, continuing education and trains staff as needed.
• Coordinates requests for proposals for investment management, banking, loan, audit and other financial services, including evaluation and recommendations.
• Research accounting issues, and communicates findings to appropriate management, board and staff.
• Attends Board, managers, staff, and other meetings as directed by CEO.
• Oversees areas of the new staff onboarding processes, as designated, including working with staff and/or consultants to ensure compliance with applicable Federal and state labor laws.
• Performs onboarding of prospective employees such as obtaining pre-employment background and drug screenings, disseminating Employee Handbook, timekeeping training responsibilities, IT access capability, as identified.
• Manages and oversees payroll process to ensure accurate and timely payment of salary and wages.
• Administers employee benefits programs, including health, retirement and other benefits.
• Addresses and resolves payroll and benefits-related issues and inquiries.
• Manages HR functions including recruitment, onboarding, performance management and employee relations, as assigned.
• Coordinates the procurement of employee benefits, such as health, life and dental insurance.
• Oversees process to ensure that employees are offered and enrolled in benefit plans for which they are eligible, including the 401(k) Retirement Plan.
• Maintains list of employee benefits and update at least annually or as changes occur.
• Ensures employee files are maintained according to established standards.
• Coordinates E-Verify I-9 process & ensure data is adequately maintained.
• Manages multiple tasks simultaneously.
• Always provides a smiling face and helpful attitude when in contact with house guests.
• Attends all meetings and trainings as required.
• Performs other duties as assigned.

Qualifications

• Bachelor’s or master’s degree in accounting, finance or, business from an accredited college or university. 
• 7 or more years’ experience in financial and/or business management position. Non-profit experience preferred.
• Experience utilizing Microsoft Office software to prepare correspondence, develop reports, utilize spreadsheets and create presentations is required.
• Expert user of financial accounting systems and software
• Must believe in the core values of RMHC and be driven by the mission.
• Proven experience in a self-directed work environment and successful project management execution.

Please email resume and salary requirements to jleik@rmhcjax.org by July 10 for consideration.