Director of Finance & Business Operations – Planet Word | Jobs

Responsibilities

FINANCE

• Financial and Accounting Oversight: Lead the management of Planet Word’s banking and checking accounts with a proactive approach. Provide thorough management and oversight of accounting functions, including contributed and earned revenue, expenses, and investments. Supervise and manage all financial processes and transactions, including accounts payable and receivable. Manage the process of reconciling bank statements with third-party payment platforms (ticketing and group sales, event rentals, donations, gift shop sales, etc.). Collaborate with contracted financial management service providers to prepare monthly financial statements, review account reconciliations, credit card accounts, processing fees, gifts, transactions, and miscellaneous items. This oversight ensures financial integrity and accuracy across all financial transactions and reporting processes, contributing to the organization’s overall fiscal stability and success.
• Cash Flow, Financial Analysis, and Data Digitization: Assume a lead role in managing the museum’s cash flow, conducting in-depth financial analysis, and improving the data entry digitization processes. This entails producing regular cash flow reports, performing monthly analyses of balance sheets and income accounts to ensure financial accuracy, and streamlining data entry. This multifaceted approach enhances financial efficiency by improving data management techniques and ensuring robust and thorough financial oversight.
• Payroll Administration Management: Oversee the payroll administration process, including Automatic Data Processing (ADP) management and 403(b) contributions. Collaborate closely with contracted human resource management support to ensure accurate and timely employee compensation, accurate paid vacation, personal and sick leave balances, and other payroll-related adjustments. Implement efficient payroll processes and liaise with payroll vendors to validate payroll operations.
• Financial Policy Leadership: Manage, maintain, and implement internal financial policies, procedures, and accounting controls, including continual process improvement, routinely evaluating and adapting to meet evolving standards, compliance requirements, and the needs of the organization.
• Budgeting, Planning, Monitoring, and Reporting: Collaborate closely with the Executive Director to lead, manage, and administer the annual budgeting and planning process, assuming responsibility for the development and validation of all financial plans and budgets. Develop and support a definitive approach for financial performance assessment by regularly monitoring and reporting on progress, changes, and key indicators, providing and documenting insights to support and inform strategic decisions for Planet Word to optimize fiscal outcomes.
• Financial Reporting and Asset Management: Work with the external contract accountants to prepare monthly financial reports promptly, generating projections and variance reports for benchmark analysis, grant applications, CEO and Board reports, and other ad-hoc reports. Collaborate and coordinate actions and processes with the Executive Director to monitor cash, line of credit, investments, endowment, and interest activity.
• Audit Leadership and Compliance Oversight: Lead, manage, and take ownership of the audit process as the primary point of contact for independent auditors during the annual organization-wide financial audit, ensuring a seamless, accurate, and thorough audit process experience. Collaborate closely with key staff and the external contract accountants to proactively prepare supporting schedules, guide the audit process, and provide requested backup documentation for the annual Form 990.

BUSINESS OPERATIONS

• Business Systems and Operations: Support efficient, cost-effective, and integrated technology-based business solutions by proactively working with the Director of Museum Technology to maintain, update, and continuously evaluate automated financial management platforms and point-of-sale systems. Ensure that proper safeguards and compliance protocols are in place.
• Tax and Regulatory Compliance: Ensuring strict adherence to all regulatory requirements and deadlines, lead and manage tax and business compliance efforts, including monthly reconciliation and quarterly filing of sales tax returns; preparation and filing of the 990/1099/1042-S forms; licensing and reporting for charitable donations, tax exemption status, trade names, business operations, and other federal and local compliance.
• Risk Management: Serve as the museum’s risk manager. Working with the museum’s insurance broker, advise and lead on risk management and mitigation, including general liability, cyber security, and other insurance coverage analysis, renewals, and claims.