Director of Finance
Status: Full-Time, Exempt (35 hours/week, Monday–Friday; flexibility required)
Reports to: Executive Director
Supervises: Communications Manager, Facility Maintenance Manager, Assistant IT/Facility Manager, Special Events/Facility Rentals Coordinator, Contracted IT Services
The Director of Finance oversees the Finance & Administration Division and is responsible for ensuring efficient internal administrative operations of the Museum, with a primary focus on fiscal management, increasing earned income, and general administrative support of development. This role is critical to the success of the institution and serves as one of three division leaders. The Director of Finance implements and manages processes to maintain financial operations and records (bookkeeping, processing accounts payable and receivable, and payroll), plus supervises facility maintenance and administrative staff services. This position is the primary liaison for internal systems and vendor relationships and serves as the operational counterpart to the Museum Manager, who oversees visitor-facing functions.
Key Responsibilities:
1. Maintain Quickbooks financial database with payables and receivables and prepare checks for all payables. Verify front desk ledgers and prepare deposits daily. Prepare deposits for all revenues such as admission, special events and rentals, capital projects, and Museum store.
2. Supervise checkbooks and all Museum charge cards and reconcile the related bank statements. Supervise all credit card purchases and reconcile monthly credit card statements.
3. Maintain and reconcile special events records. Provide department heads with monthly reports as needed
4. Assist Executive Director in preparation of annual operating and capital budgets.
5. Facilitate annual independent financial audit.
6. Keep archival permanent corporate records as relates to finance and Board governance.
7. Obtain and prepare financial reports and other documents as needed for the Executive Director for quarterly Executive Committee and Board meetings; maintain permanent records on all materials. Attend Board meetings, collect money, take minutes.
8. Ensure timely and accurate payroll processes; back-up for payroll/timecard approval in the absence of the Museum Manager.
9. Maintain change and small bills for reception desk and Museum Store.
10. Provide support for development by generating mailing lists, donor lists, acknowledgements for individual gifts, annual fund mailing, etc.
11. Keep corporate, state, and charity renewals up to date; required information available through Guidestar, etc.
12. Troubleshoot problems on all office equipment and computers and facilitate repairs for computer maintenance and office machines. Manage updates and add funds to postage meter.
13. Organize, maintain and purchase office supplies as needed. Order staff supplies on Amazon Business account.
14. Maintain offsite back-up of financial records.
15. Assist Ex Director with annual renewals of insurance policies (property liability, workers’ compensation, health, etc.)
16. In coordination with the Museum Manager, oversee and maintain proper personnel records and employee documentation; onboard new employees and offboard departing staff, including processing required documentation and agency filings. Manage benefits administration, including health insurance, retirement programs, and worker’s compensation.
17. Provide in-house guidance on human resources best practices and support employee relations as needed.
18. Act as Museum notary when needed.
19. Monthly schedules for facility assistants.
