Projects: Administrative
Reports To: Chief Executive Officer
Revised Date: October 2011
Staff Supervised: Finance Coordinator, Finance Staff
Salary Range: Level
Hours: Full Time/Exempt
Overview of ORCCA - Please Review
Primary Purpose:
Plan and direct all functions of corporate accounting, financial planning and control, inventory control, management reporting, and operation of fiscal management systems. Serve as financial advisor to the Chief Executive Officer and program directors and is accountable for administration of the ORCCA fiscal programs and preparation of financial statements and reports. Prepare the annual budget. Responsible for moving all aspects of the fiscal operations to best practices. Serve as member of agency management team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(Duties assigned to this job include, but are not limited to, the following examples.)
- Plan and direct the financial operations and programs for ORCCA. Implement, monitor and maintain financial controls of general accounting, procurement, payroll, risk management as well as expenditure and revenue controls. Continually review, assess and update systems and records that provide for proper evaluation, control and documentation; maintain a backup system to ensure data security. Ensure financial functions are in compliance with federal and state statutes, rules and regulations and that ORCCA assets, including funds, are effectively managed by properly maintained accounting systems that reflect best practices. Analyze and provide reports and statistical data and information to project financial status of ORCCA. Provide recommendations and projections as needed. Develop and maintain an accurate and up to date fiscal procedures manual that reflects best practice in the fiscal management field.
- Assist the Chief Executive Officer and program directors in financial planning, development of agency budgets and control. Independently provide leadership and direction and develop short and long-range plans, goals and objectives for financial functions. Analyze and recommend improvements to financial services. Interpret and apply Generally Accepted Accounting Principles. Remain current on developments in the field.
- Serve as agency budget officer. Direct and lead the development of the annual agency budget with program directors; allocate costs; amend current budgets. Develop and present budget recommendations to the budget committee and Board of Directors. Coordinate preparation with program directors. Prepare fiscal program budget; monitor expenditures. Provide ongoing budget oversight to assure expenditures are within budgeted amounts; work with program directors if adjustments are needed.
- Develop and maintain a centralized electronic system which assures that all contracts and program reports are in compliance with agency and funding requirements and time lines. Develop and maintain a centralized system that tracks each contract’s regulatory and legal requirements.
- Prepare corporate and program tax statements and reports required by law or funding sources within required time limits. Prepare and maintain appropriate records of program and agency expenditures as needed for annual audit process and annual reviews. Prepare and submit all fiscal reports and financial statements to required sources (grantors, Board of Directors, program directors, CEO) in a timely fashion. Prepare special reports and financial analyses as needed.
- Implement and maintain agency inventory and assets systems to assure adequate control of agency equipment and property.
- Direct, supervise, assign work to, set priorities and monitor work performance of fiscal staff, and other staff as defined and be involved in selection and evaluation of staff. Ensure work is in compliance with federal and state regulations. Assume responsibility for work performed within program. Establish and interpret policy and procedure.
- Provide for control of cash collections, payroll and cash disbursements. Assure there is adequate cash flow for agency operations. Arrange and monitor lines of credit and bank accounts as required.
- Oversee and direct the annual audit. Authorize and monitor the preparation of materials, reports and supporting documents. Coordinate internal activities during the audit as necessary, perform internal audits.
- Review and maintain agency insurance policies to assure adequate protection for the agency and to meet requirements for programs and grants.
Required Knowledge, Skills and Abilities:
- Knowledge of: Extensive knowledge of theories, principles and practices of non-profit accounting; thorough knowledge of theory, principles, practices of fiscal management, including budget preparation, expenditure control and record keeping; thorough knowledge of payroll, inventory control, auditing, budgeting and procurement systems and procedures; thorough knowledge of principles, methods and techniques of effective business administration including personnel and fiscal management in order to develop, implement and evaluate programs; thorough knowledge of internal control procedures and management information systems as applied to accounting procedures; considerable knowledge of budgetary, accounting and reporting systems, appropriate Federal and State regulations.
- Skill in: Preparation of financial statements and reports; incorporating team participation in decision making, use of computerized financial information and reporting systems.
- Ability to: Communicate effectively in both oral and written forms; maintain confidentiality; see the big-picture in order to formulate and implement operational and administrative polices; plan, develop and evaluate funding requirements; prepare and justify budget requests and grant proposals, review contracts for compliance with financial policy and legal requirements; perform short and long-range financial planning; analyze and evaluate operations and develop and implement corrective action to resolve problems and move all functions to best practices; develop and present fiscal information that is effective and useful for management decision making purposes, establish and maintain appropriate and explainable record keeping systems and reports; conduct research and compile and analyze statistical and financial data; utilize problem identification and resolution techniques; remain calm and use good judgment during confrontational or high pressure situations; make decisions independently in accordance with established policies and procedures, establish new policies when applicable, and use initiative and judgment in completing tasks and responsibilities; supervise and lead support staff; courteously meet and deal effectively with other employees, Board of Directors, program directors, budget committee, auditors, vendors and the public.
- Education, experience and training: Bachelor's degree in accounting, business administration, finance or a related field and four years progressively responsible work experience, which includes non-profit and supervisory/management experience.
- Passion, enthusiasm, focus, creativity, and a positive outlook especially in high stress conditions.
- Professional appearance and demeanor.
Work Environment:
- Geographic Area: Coos, Curry and Western Douglas Counties
- Primary job site: 2110 Newmark Avenue, Coos Bay, OR
- May lift items up to 51 pounds with or without reasonable accommodations.
- Open work stations and cubicles with moderate noise
- Primarily indoors, in a climate-controlled environment; may not have access to sunlight. Occasional activities outside in a non-climate controlled environment.
OTHER:
- Licenses: A current Oregon Drivers License is required
- A good driving record is necessary
- Proof of automobile liability insurance @ $100,000/300,000 liability limits & maintain such limits
- Reliable method of getting to work
- Must be free from illegal drugs, may be subject to suspicion testing
- Must be able to pass a Criminal Background Check.
- Able to drive/travel long distances
- Ability to sit at meetings for as long as four hours at a time
- Ability to work in excess of eight hours per day and during evenings as required
- May have periodic evening and/or weekend activities
ASPIRATIONS: the following is a list of aspirations that apply to all ORCCA positions
- Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.
- Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.
- Diversity - We welcome and accept differences, and honor our co-workers and clients by treating each person with equality, dignity, and respect.
- Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.
- Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.
- Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.
- Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.
- Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.
- Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement
SIGNATURES & DATES - The following signatures are required to confirm the accuracy and completeness of the Job Description; that essential functions are aligned with organization goals and objectives; to validate that it is clear, concise and supports compliance with legal considerations; and employee understanding of the job requirements. NOTE: Because jobs change, management reserves the right to add to or change the duties of the position at any time.
NOTE: The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position.
APPLICATION REQUIREMENTS: (items to return with application)
-- Incomplete applications will not be accepted. --
You MUST have the below items included in order for your application to be processed.
- Application
- Cover letter
- Resume
- Copy of any Degree
- Copy of any Certificates related to position
- References – 3 personal and 3 professional
Please send your submission to the following address:
Oregon Coast Community Action
Human Resources
2110 Newmark Avenue
Coos Bay, OR. 97420
Phone - (541) 435-7746
Fax - (541) 435-7762
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