Finance Manager

The Pines Foundation / FIPPOA•Town of Islip, NY

4d•Hybrid

About The Position

FIPPOA and The Pines Foundation is looking for a new member of our team based out of Fire Island Pines. This is an outstanding opportunity for a candidate with an understanding of both non-profit accounting and a familiarization with community organizations, strong technical skills and attention to detail. FIPPOA, which is the Fire Island Property Owners Association Inc., and The Pines Foundation Inc. are 501(c)4 and 501(c)3 non-profit organizations looking after a variety of stewardship functions of the Fire Island Pines community. FIPPOA has a membership of over 500 homeowners and associate members and runs programs enhancing and advocating for the barrier island beach’s resiliency and beautification within the community. It runs the only harbor in Fire Island Pines for both recreational, commercial and public transport watercraft. FIPPOA manages aspects of the sole roadway within Fire Island Pines providing contractors with workspace enclosures, storage and parking while keeping the area beautiful. The local sub-post office of the USPS is also managed by the Organization. FIPPOA has a $1m annual budget and a $3m balance sheet with a strong endowment fund and reserves. The Pines Foundation runs many charitable activities and owns/manages a state-of-the art community center and theater. Programs include activities which support the defense of our seashore, mitigation for Lyme disease and pest vector control, mobility access for movement-challenged community members, arts programs, grantmaking honoring our trailblazers, and a signature annual fundraising event called the Pines Party. The charity has a $2.4m budget and a $12.6m balance sheet with a strong endowment fund. There are between 6 and 10 employees for the Organization which has a seasonal peak during the summer months. Locations include the community harbor and its surrounds, the Whyte Hall community center and the length of Fire Island Boulevard. The financial operations are primarily run by the Finance Manager with augmented support (TBD seasonal or full-time) of a financial assistant. The work can be done off-site, remotely with support from (and to) the operations and harbor teams. The Finance Manager role reports to the President of the Organization and provides information and presentations to the Executive Committee, the Audit/Finance Committee and the full 16-member volunteer Board at their meetings. You are a financial professional committed to work-product excellence with an energetic approach towards accomplishing tasks. You have proficiency in managing the financial affairs of small entities (preferably non-profits) and understand their financial reporting systems and the technical aspects of their data and financial workflows. This singular role masters traditional accounting functions that are the core of every successful organization. Your experience allows you to be a self-starter while continuing to maintain and build upon the clean and streamlined financial operations the Organization currently enjoys. You are willing to mentor and teach a financial associate who may be either a seasonal or a part-time employee who will support you in accomplishing your overall financial management tasks.

Requirements

Excellent accounting and excel spreadsheet skills.
Minimum of three years’ experience with an organization’s general ledger, financial reporting, payroll and bank reconciliation areas preferably in the non-profit sector.
Able to work with minimum supervision.
A problem solver.
Must be able to complete tasks on time.
Preferably a four-year bachelor’s degree in accounting.
Introductory accounting experience with general ledger accounting including active participation in the external audit process.
Good grasp of accounting theory and practice.
Microsoft Excel spreadsheet skills.
Should be able to complete tasks on time and work independently.
Commitment to accuracy, attention to detail and follow-through.
Solid operational skills including problem solving and project management skills, including ability to work and deliver projects independently, proactively and under pressure.
Effectively collaborates with and across teams, seeks and provides constructive feedback.
Exceptional relationship and interpersonal skills: courtesy, tact, patience and strong team orientation.
Ability to thrive when there is ambiguity, remain cool-headed when there are curve balls, and withstand the tests of a rapidly changing environment with resilience and resolve.
Curious – always questioning, always probing, and never blindly accepting.

Nice To Haves

Familiarization with community organizations.
Partial work towards or full CPA would be a plus.
Knowledge of the multi-user Intuit Quickbooks platform is a plus.
Commitment to, and enthusiasm for, the Organization’s community-based mission and business model.

Responsibilities

Coordinate revenue and philanthropic donation transactions initiated by fundraising platforms or appeals, the Dockwa harbor management system, and internal invoicing using Intuit Quickbooks for billed revenue activities.
Prepare and process biweekly ADP payroll disbursements, timecards, vacation tracking and accruals, and exported general ledger entries. Onboard/offboard employees as required.
Import, sync and post bank transaction entries related to incoming ACH transfers, deposits, inter-bank account transfers, credit card merchant account receipts and credit card purchasing activity payments.
Monitor, document and pay high-volume vendor activity for Sayville Ferry/Coastline Freight for multiple segregated accounts. Oversee annual property tax payments and multi-account water, electric and telecom utility bills.
Prepare and post journal entries to account for interest income, dividend and realized/unrealized income in investment endowment and reserve accounts. Bank and monitor legacy limited partnership receipts.
Maintain intercompany balances in the two distinct companies within the two Quickbooks general ledgers.
Coordinate and assist in collecting receivables for operations and provide twice-monthly updates on outstanding collections to the Executive Committee.
Review and record all program expenses in the general ledger and compare to the approved annual and quarterly budgets by their segregated Classes as is typical for non-profit fund accounting. Obtain and include digital/PDF receipts for all expenses or invoices and upload them into Quickbooks.
Set up and release bank remittances such as ACH transfers or third-party BillPay for payment of vendor activities.
Check daily synced banking activity online for incoming transfers and contributions. Ensure the ledger stays in line with the NeonCRM database of charitable donations and membership renewals.
Lead the quarterly and annual closing of the accounts. Produce standardized reports.
Perform bank reconciliations for bank, investment and credit card accounts which are highly automated via QuickBooks’s AI features.
Perform general ledger analysis on balance sheet accounts for security deposits, prepaid and accrued expenses and resolve outstanding balances on a quarterly basis.
Setting and monitoring both annual operating and capital budgets which are approved by the Board and shared in summary with the community at large.
Monitor restricted funds, their balances and contributions/disbursements and share info with stakeholders.
Evaluate revenues and charitable donations by Class or restriction type. Download donor advised fund portal information for gift breakdowns and crediting.
Oversee a structured design and curate the finance document retention/storage on OneDrive and Sharepoint.
Coordinate activity with external insurance brokers for a dozen property and casualty risk lines/policies as well as SUI, WC, PFL and DBL offerings.
Ticket sales and VIP funded features utilize technology-based workflows and systemization. High volume Stripe, Bill.com, Square, Squarespace and GalaBid SaaS software monitors and captures revenue.
Multi-level budgets and disbursement channels track spending and event costs. Reporting to event Executive Producers and the Board Vice President are key to managing this $1.7m annual event.
Lead the annual audit by preparing supporting schedules for the CPA firm in time for the audit commencement.
Gather data and prepare supporting schedules for the IRS Form 990 filing and NYS CHAR 500 report.
Prepare year-end Form 1099NEC and 1099Misc from Quickbooks data. Oversee W2 info from ADP.