Finance Manager

2 weeks ago

Waterbury, United States Mattatuck Museum Full time
Job DescriptionJob Description

The Mattatuck Museum is known for engaging its community in an understanding of the past and providing vision and leadership for the future through its exhibitions, programs, and collections of national significance. These initiatives interpret the history of the greater Waterbury region and American art from the Colonial period to the present. The Museum offers a full range of cultural programs for people of all ages including art classes, concerts, readings, lectures, workshops, community events, and family activities, among others.

As a member of the Museum’s management team, the Finance Manager must understand and help to sustain the institution’s mission. The Finance Manager reports directly to the Executive Director and works closely with the Treasurer, Finance Committee and Investment Committee, and staff to implement the financial and business objectives of the Museum.

Financial Leadership

  • Develop and monitor the annual operating budget in coordination with all department heads and oversee the accounting and related financial activities of the Museum, including The preparation of monthly financial statements; project and grant reports to ensure compliance with requirements and policies of funding sources; and cash flow statements that will assist the Executive Director, department heads, and the Board of Trustees in the management and governance of the institution.
  • Oversee the financial aspect of earned income activities of the Museum, such as the café, Museum Shop, admissions, programs, and special event revenues. Responsibilities in this area include working with staff on financial projections and developing solid business plans with objectives and goals.
  • Work closely with the Treasurer, Finance Committee, and Investment Committee in support of the effective oversight of the Museum’s financial assets, including its restricted, temporarily restricted, and operating assets.
  • Serve as the main point of contact for independent auditors to complete the annual financial statement audit and IRS Form 990, preparing supporting schedules and providing backup documentation as required.
  • Coordinate and be the primary staff lead for investment and finance committee meetings.
  • Provide financial information to the Executive Director as required on a regular basis.

Administer the Business Office

  • Provide for the full utilization of computerized fund accounting applications designed to accurately track all income and expenses according to regular and project accounts.
  • Manage accounts payable, payroll, purchase orders, petty cash, cash receipts, cash control, and other bookkeeping functions.
  • Oversee the input, approval, and recording of Accounts Receivable to ensure the accurate and timely management of all Accounts Receivable aging components including billings and cash receipt application.
  • Prepare monthly financial reports for the Treasurer/Executive Committee.
  • Oversee preparation of monthly journal entries and reports for the Museum Shop.
  • Assist the Executive Director in monitoring the Museum’s insurance and risk management program as it applies to its facilities and collections.
  • Coordinate annual 5500 filing for the retirement plan, workers compensation audit, Connecticut business filing, CT Department of Consumer Protection charitable registration, and any additional required filings.
  • Establish, document, and maintain systems and controls, which verify the integrity of all systems, processes, and data. Suggest options and changes to the Executive Director.
  • Initiate and monitor financial policies that will ensure safe cash management procedures, and timely handling of accounts payable, receivable, and payroll.
  • Communicate these policies and procedures and train colleagues charged with programmatic and departmental budgetary responsibilities.
  • Assist in the preparation of reports required by granting agencies and donors.

Human Resources

  • Oversee the benefits program for staff, including health insurance and retirement programs.
  • Maintain and update the Employee Manual and ensure employee compliance.
  • Ensure compliance with all State-mandated programs including FMLA, sexual harassment training, etc.
  • In coordination with the Executive Director, conduct a research-based cost analysis of the fair market value of HR and business-related plans, including but not limited to, insurance, employee benefits, and wages to make recommendations to align with best practices to attract and retain employees.
  • Train and ensure employees are compliant with reporting incidents and follow up with individuals and insurers as needed.

Building Services

  • Supervise the Director of Security and Maintenance, who oversees full- and part-time custodial and security staff and works directly with all contractors on building maintenance projects.
  • Oversee management of contracts and service agreements for building services, cleaning supplies, and routine maintenance, etc.
  • Oversee development and implementation of all plans for routine maintenance and plans for capital projects and equipment replacement.
  • Oversee training and monitoring of safe practices for building and maintenance staff to limit workplace injuries.
  • Ensure necessary staffing (daily and for special events and programs) to protect the museum and provide a positive experience to museum visitors.

Supervision of Senior Staff

  • Supervise Director of Education and Director of Development, including annual evaluation and recommendations for salary increases.

Other Duties

  • Key liaison with café contractor. Ensure contractor compliance with expectations outlined in the contract and that communications between contractor and museum staff (building services, visitor services, education and programming, etc.) is positive and transparent.
  • Work with café contractor to ensure the safety of museum collections during special programs, events, and rentals.
  • Participate in special projects with the Executive Director.
  • Communicate with co-workers, management, and others in a courteous and professional manner.
  • Conform with and abide by all regulations, policies, work procedures, and instructions.
  • Attend monthly Executive Committee and bi-monthly Board meetings.
  • Perform other related duties as assigned by the Executive Director.

The Museum offers a full benefits package including free parking, paid vacation, holidays, health/vision/dental insurance, HSA, and a 403(b) plan, as well as, support for professional development to qualified employees.

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