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  • Director of Finance & Administration

    Firm: Maine Historical Society
    Date Posted: February 22, 2021

    Position Description:

    POSITION TITLE: Director of Finance & Administration
    STATUS: Full-time, Exempt
    REPORTS TO: Executive Director


    Working closely with and reporting to the Executive Director, the Director of Finance & Administration is responsible for both institutional leadership and playing a hands-on role in financial planning, reporting, and analysis. In addition this position performs accounting and administrative tasks. This person plays a critical role in strategic decision making and operations as MHS continues to enhance its quality programming and build capacity. The Director of Finance & Administration is responsible for preparation and management of the operating budget, management of investment process and advisor, collaboration with and support for Executive Director, Treasurer, and Finance & Investment committee, and leadership within the Management Team. The Director of Finance & Administration is also responsible for managing human resources, facilities, and overseeing the museum store.

    Office Manager; Facilities Manager; Museum Store Buyer

    The Management Team includes: Executive Director, Deputy Director, Director of Finance & Administration, and Director of Institutional Advancement.


    Financial, Grant and Contract Management (50%)

    Accounting and Financial Statements
    • Approve expenses and ensure posting to the correct general ledger number.
    • Post journal entries and reconcile bank and investment statements monthly.
    • Classify, release, and correctly track restricted funds as required.
    • Maintain and be responsible for the general ledger.
    • Collaborate, create, and present to the Management Team and Finance & Investment committee a yearly budget, including segregating funding sources that fund operations between, unrestricted funds, restricted funds, and federal grants.
    • As part of the budget process, calculate an indirect rate yearly and determine a sub-program budget for private foundation applications.
    • Prepare and present to the Finance & Investment and/or Executive committees budget performance reports, including variances and explanation thereof at a minimum of 3X per year, (at the half-way, three quarter and year-end).
    • Prepare account analyses, reconciliation schedules, and footnote information for the annual audit.
    • Be the point person for the audit and work closely with auditors to resolve audit questions/issues.
    • Review the final audited financial statements for accuracy.
    • Review the annual Form 990, prepared by an outside firm for all entities: MHS, MHS Inc. and Riverside Condominium Association.
    • Maintain strong internal controls; monitor all financial policies and procedures.
    • Determine cash flow needs for operations.
    • Prepare forecasts and projections as needed.
    • Work closely with the Director of Institutional Advancement regarding the reconciliation of donor giving between the donor (Raiser’s Edge) and general ledger (QBW) software packages.
    • Create ad hoc financial reports as needed.
    • Create record retention procedures and institute accordingly.
    • Support IT planning and management

    Grant Management
    • In partnership with the program staff, create federal and state grant budgets.
    • Prepare financial reporting and record keeping for all federal, state, and private grants.
    • Prepare and submit monthly, quarterly, or bi-yearly federal grant billing.
    • Ensure compliance with Federal and State grant accounting practices.
    • Ensure expenditures are consistently aligned with grant budgets.

    • Oversee and revise as needed all renter contracts including fine art storage clients and 3rd floor tenants at MHS offices located at 489 Congress Street.
    • Determine invoice amounts for fine art storage clients at MHS Riverside collections facility.
    • Oversee miscellaneous agreements and vendor contracts that support MHS general activities
    • Manage all insurance policies and claims.

    Strategic planning and Leadership (20%)
    • Coordinate with Investment consultant, including twice yearly investment performance reports.
    • Plan and execute quarterly (at a minimum) Finance & Investment committee meetings
    • Attend weekly Management Team meetings, monthly all-staff meetings, and quarterly Board meetings.
    • Effectively communicate with other committees and board members as needed.
    • Work effectively with the Management Team in determining current year budget corrections and future financial strategic planning.
    • Manage, along with the Facilities Manager, the Riverside Condominium Association.
    • All other duties related to position, as assigned by the Executive Director.

    Human Resources (10%)
    • Review, revise and create as needed all human resource policies and procedures.
    • Revise the current HR Staff Handbook.
    • Negotiate medical, dental and life insurance contract rates yearly.
    • Ensure compliance with SRA’s (Salary Reduction Plan’s).
    • Ensure employee files are up to date with accurate information, including job descriptions.

    Facilities Management (10%)
    • Yearly, update property, plant and equipment spreadsheet for acquisitions, asset life, disposals, and depreciation.
    • Oversee the capital replacement plan that is maintained by the Facilities Manager.
    • Create, along with the Facilities Manager, a Capital Budget Report and submit yearly to Finance & Investment committee.
    • Meet with the Facilities Manager quarterly to review budget performance.
    • In coordination with the Facilities Manager, resolve all facilities issues.

    Museum Store (10%)
    • Supervise the Museum Store Buyer in all aspects of the store.
    • Ensure that the e-store and physical store have appropriate inventory that support the mission of MHS and represent appropriate inventory levels.

    • Bachelor’s in Accounting, Business, or Related Field.
    A minimum of three to five years financial management experience including bookkeeping and financial reporting.
    A minimum of three to five years experience managing staff.
    Extensive knowledge and demonstrated advanced level use of QBW accounting software.
    Extensive knowledge and demonstrated use of Microsoft Excel.
    Advanced level of knowledge of non-profit fund accounting.
    • Experience with preparing grant reports and organizational and program budgets.
    • Solid working knowledge of Microsoft Office and Zoom.
    • Proven accuracy and attention to detail.
    • Demonstrated ability to make decisions and participate in management team decision making.
    • Experience effectively communicating key data, including presentations to senior management, boards, and other outside partners.
    • Exercise a high degree of integrity in managing confidential and sensitive information.
    • Excellent analytical, problem solving and oral communication skills.
    • Professional and positive demeanor; strong customer service skills.
    • Ability to manage priorities and accomplish multiple tasks in a busy environment.
    • Seasoned at developing new processes.
    • Team player with sense of humor and flexibility to accomplish an ambitious vision in an evolving institution.

    • Three to five years experience using QuickBooks to support fund accounting.
    • A minimum of three years experience managing federal grants.
    • Three to five years as a Finance Director in a non-profit organization.

    Work is performed in an office environment using basic office equipment such as a computer, printer, and copier; requires some sitting, but also walk and driving to and from various MHS facilities.

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