Revised June 2018

FIND YOUR VOICE. SPEAK YOUR MIND. ______________________________________________________________________________________

1359 Route 2 • The Mohawk Trail • Charlemont, MA 01339 • 413.339.4912 • Fax 413.339.4324 • www.charlemont.org

Director of Finance and Operations

Job Description Position Overview Reporting directly to the Associate Head of School for Operations and serving on the leadership team, the Director of Finance and Operations enhances and supports financial and human resource functions of the school to allow it to fulfill its mission. The Director of Finance and Operations directs the following functions: accounting, budgeting, compliance reporting, banking, human resources, and other general administrative functions. Specific Responsibilities Accounting & Finance:

• Manages and oversees all of The Academy’s financial activities: o Oversees business policies and accounting practices o Provides overall financial oversight and monitoring o Oversees all accounting functions, including accounts receivable, accounts payable, and

payroll, and completes monthly closings o Produces, reviews and analyzes financial reports against budget o Develops and manages grant accounting and reporting processes o Produces monthly financial statements and ad hoc reports as requested o Supports the Associate Heads of School through the annual budgeting process o Manages the annual audit and complies with all tax filings o Oversees the school’s Financial Aid process

Human Resources and Personnel Management:

• Manages and oversees The Academy’s human resource function o Ensures an effective recruitment process by providing new hire packets and completing

background checks o Ensures that all documentation is completed accurately and, if needed, supports new

employees to complete new hire packets • Manages the bi-weekly payroll

o Ensures that The Academy adheres to its compensation practices o Distributes, collects, and tabulates timesheets o Follows up on missing or incomplete timesheets

Revised June 2018

o Inputs payroll and distributes paystubs • Manages the employee benefits programs

o Distributes benefits information and enrollment packets to new employees and to all employees during open enrollment periods

o Ensures that all enrollment forms are completed accurately and, if needed, supports employees to complete new hire packets

o Serves as an intermediary between employees and insurance providers to enroll employees in benefits programs and to resolve enrollment issues

o Tracks PTO time, ensuring that employees and supervisors adhere to PTO policies Accounts Payable:

• Gathers invoices, enters in QuickBooks, and runs checks for A/P • Obtains authorized signatures and distributes/mails checks • Enters all credit card charges and reconciles the charge accounts

Student Enrollment/Billing:

• Enrolls new students through the Blackbaud system • Generates enrollment contracts for new and returning families • Tracks enrollment documents and deposits • Generates tuition invoices • Tracks and posts monthly charges to student accounts; generates monthly statements • Reconciles Blackbaud Student Billing system with QuickBooks on a monthly basis • Manages the monthly ACH withdrawals for tuition and student charges

Credit Card Processing/Miscellaneous Cash Receipts:

• Reconciles and posts credit card transactions and resolves any issues • Tracks monthly credit card transactions for recurring gifts • Handles all miscellaneous cash transactions

Facilities Management:

• Oversees personnel who maintain and manage the facility, including general maintenance, regular repairs, and major improvements

• Serves as The Academy’s safety officer • Develops and maintains building security systems, practices, and procedures • Ensures that all buildings comply with applicable building codes • Oversees school transportation contracts and needs • Oversees schools food service program

Contracting, Procurement and Vendor Relations:

• Negotiates contracts with external vendors, including but not limited to providers of transportation, food service, office equipment, furniture, health insurance, property and liability insurance, technology, and security

• Develops standard procurement practices, including rules and regulations around securing bids, and makes recommendations for vendor selection

Revised June 2018

• Manages all vendor relations and serves as the principle contact for resolving problems and complaints

Management and administration: • Serves as a proactive leader on the senior management team, helping to inform the long-term

direction and continuous improvement of The Academy • Prepares regular reports for the Associate Heads of School on The Academy’s financial health,

and at the Associate Heads’ request, presents findings to the board • Serves as member of the Finance and Budget Committee of the Board

Technology:

• Help with in-house technology support as needed Qualifications

• Excellent accounting, financial management and budgeting skills • Ability to measure and explain the financial impact of programmatic decisions • Strong communication skills, with the ability to present and explain financial information to the

board, educators and other program staff • A well-rounded and diverse administrative skill set, with particular strengths in project

management and decision making • Knowledge of the best practices and legal requirements associated with human resources • A team player who can add value to the senior management team beyond his/her area of expertise • Excellent personnel manager who offers constructive feedback through regular meetings and

formal evaluations • 7+ years of financial management and general administration experience, preferably in a school • Proficiency in Excel, QuickBooks, and other business software packages • Bachelor’s degree in Business, Finance, or Accounting required; MBA, CPA or CMA preferred