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Position Title: Finance & Administrative Manager

Reports To: Executive Director
Salary Range: hourly rate: $28 – $30
Supervises: 1+
Requirements: City of Buffalo residency
Driver’s license required

Position Summary:

The Finance & Administration Manager oversees the Conservancy’s internal financial processes and serves as the primary liaison to its outsourced accounting firm. The position manages the monthly close process, budget and cash-flow monitoring, financial controls, audit and grant support, and ensures leadership has timely and accurate financial information for decision-making. The Manager reports directly to the Executive Director.

This is a full-time exempt position with a standard work schedule of 40 hours per week. Occasional evening and weekend work may be required based on organizational needs.

Benefits:

• This is a Class 1 full-time non-exempt position.
• Benefits include medical, dental and vision plans with an employer contribution toward premiums; 403(b) retirement plan with employer match upon eligibility; paid vacation, personal and sick time; up to 13½ paid holidays; employee golf pass; professional development opportunities; and a flexible schedule based on organizational needs.

Duties and Responsibilities:

• Serve as the Conservancy’s primary day-to-day liaison with its outsourced accounting firm, coordinating the timely exchange of financial information, documentation, approvals, and questions.
• Manage the monthly financial close process in coordination with the outsourced accounting firm, ensuring timely submission of required information, resolution of outstanding items, and review of financial statements for accuracy and reasonableness.
• Analysis of monthly budget-to-actual and variance reporting; monitor departmental and project expenditures and work with department leaders to investigate and explain significant variances.
• Monitor the Conservancy’s cash position and maintain regular cash-flow reporting and forecasting to identify anticipated needs or concerns.
• Oversee internal accounts receivable and accounts payable processes, including collections, invoice documentation, coding, and appropriate approvals prior to processing by the outsourced accounting firm.
• Maintain internal financial schedules for grants, restricted funds, projects, contracts, and other financial commitments requiring organizational tracking.
• Assist the Executive Director in developing and monitoring annual operating and capital budgets and prepare financial information and analysis for management, the Finance
  Committee, and Board of Trustees.
• Support and preparation of the Conservancy’s grant vouchers
• Identify financial issues, trends, discrepancies, or emerging concerns requiring management attention and coordinate their investigation and resolution.

Internal Controls, Compliance & Audit:

• Maintain and monitor internal financial policies, procedures, and controls to safeguard organizational assets and ensure accurate and accountable financial operations.
• Coordinate the Conservancy’s annual audit, including preparation of requested documentation and serving as the primary liaison among staff, the outsourced accounting firm, and auditors.
• Coordinate grant financial documentation, expenditure tracking, and compliance reporting.
• Manage appropriate access and workflows within financial systems, coordinating changes with the outsourced accounting firm as needed.

Additional Expectations:

• Communicates financial information clearly and effectively to colleagues.
• Proactively identifies issues and brings concerns, trends and potential solutions to the attention of the Executive Director.
• Maintains a strong commitment to accuracy, timeliness and follow-through.
• Aligns with the Conservancy’s commitment to creating an inclusive, equitable and accountable working environment for staff and park users.
• Performs other duties as assigned by the Executive Director.

Qualifications and Requirements (Knowledge, Skills, and Abilities):

• Bachelor’s degree in accounting, finance, business administration, or a related field; an equivalent combination of education and relevant experience may be considered.
• Minimum of three years of progressively responsible experience in finance, accounting, business administration, or nonprofit administration; nonprofit financial-management
  experience preferred.
• Strong knowledge of accounting principles, financial statements, budgeting, monthly close processes, financial controls, grants, and restricted funds.
• Familiarity with NetSuite and Bill preferred
• Demonstrated ability to review and analyze financial statements, prepare budget-toactual and variance analyses, identify inconsistencies, and effectively coordinate with
  external accounting professionals and auditors.
• Proficiency with financial-management and accounting systems, Microsoft Excel, and Microsoft Office, with the ability to learn about new systems and technology.
• Strong organizational, analytical, and communication skills, including the ability to manage deadlines, follow issues through resolution, and communicate financial
  information clearly to non-financial audiences.
• Demonstrated sound judgment, initiative, discretion, and accountability, including the ability to appropriately handle confidential information. City of Buffalo residency within
  six months of hire required.

Physical Demands and Working Conditions:

• Predominantly an indoor office environment.
• Combination of independent work and team collaboration.
• Flexible hours may occasionally be required depending on workload, financial deadlines and organizational priorities.
• Must be able to adapt to changing organizational priorities, resources and budgetary constraints.

This job description is intended to identify and list the responsibilities, duties, and qualifications for the position. It cannot be considered all-inclusive, however, as changing organizational circumstances can result in changes to some of those responsibilities, duties, and qualifications. Further, every task supporting the functioning of the position may not be listed or not listed in detail. This job description does not constitute a contract of employment.

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