Job Details

JOB DESCRIPTION: DIRECTOR OF FINANCE and ADMINISTRATION

GENERAL DESCRIPTION

The position of Director of Finance and Administration (DFA) is a full-time exempt position whose primary role is to complete all required accounting functions necessary and integral to the on-going operations of the Monterey Jazz Festival.  The DFA will report directly to the Managing Director and in an adjunct role to the Board of Directors` Finance Committee.  The successful candidate will be both a hands-on controller and collaborative thought partner, and will successfully lead the areas of finance, business planning, risk mitigation, and human resources.

The Director of Finance will play a critical role in collaborating with the leadership team in strategic decision making and operations as the Monterey Jazz Festival continues to enhance its quality programming and build capacity.  This is a tremendous opportunity for a finance professional to maximize and strengthen the internal capacity of a well-respected, high-impact organization.

PRIMARY RESPONSIBILITIES

Financial Management: 

• Serve as bookkeeper for the organization, providing accurate and consistent record-keeping by processing the following:
  • All invoice and contract payments on a regular basis in cooperation with the organization`s many vendors and contractors. Included in this process is securing approval from the appropriate staff person and reconciling balances due with statements and agreements.
  • All deposits and receivables (manual and electronic) on a regular basis while providing ongoing interdepartmental reports that reconcile those revenues` purpose. This includes providing aging reports for outstanding balances and generating invoices as required.
  • All employee credit card charges against monthly statements, collecting receipts and posting expenses against respective budget line items.
  • Monthly bank statements with existing records to provide accurate balances for all cash accounts.
  • All periodic filings as required by the Division of Taxation, Secretary of State, Business Property Statements, Welfare Exemptions, Census Data, Tourism Assessment, Business Labor Standard and Commerce Department Surveys.   
• Work with the Managing Director to develop a clear financial plan that is consistent with the organization`s strategic goals and initiatives.
• Analyze and present financial reports in an accurate, organized and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Coordinate and lead the annual audit process, liaise with external auditors and the audit committee of the Board of Directors; ensure all recommended changes made by the auditors are implemented in a timely way.
• Oversee and lead annual budgeting and planning process in conjunction with the Department and Managing Directors and review all financial plans and budgets; monitor progress and changes; and keep leadership team abreast of the organization`s financial status.
• Manage organizational cash flow and forecasting.
• Communicate regularly with Investment Managers and monitor investment portfolio performance.
• Implement a robust contracts management and financial management/reporting system; ensure that the contract billing and collection schedule is adhered to, and that financial data and cash flow are steady and support operational requirements.
• Update and implement all necessary business policies and accounting practices; maintain the finance department`s overall policy and procedure manual, ensuring that the organization is using best practices and maintaining strong internal controls.
• Serve as a member of the Internal Committee; effectively communicate and present the critical financial matters to the Board of Directors on a periodic basis. 
• Ensure timely preparation of federal and unemployment quarterly reports, state payroll reports, W2`s, and 1099s.
• Manage insurance and risk management policies in collaboration with external agencies.
• Review and analyze agency general liability policy and make recommendations to the Managing Director.
• Review and analyze the agency Workers Compensation policies.

Human Resources:

• Submit and process semi-monthly payroll with external payroll processors.
• Ensure accuracy of payroll records by updating databases with changes in status, tax withholdings, benefits deductions, time off accruals, etc.
• Ensure employee files are complete.
• Ensure that Employee Handbook is regularly updated.
• Other duties as assigned.

KEY QUALIFICATIONS

• Minimum of a BA, preferably in Finance, Accounting or related discipline. 
• At least five years of non-profit accounting experience with a strong understanding of Quickbooks Online (not Quickbooks Desktop).
• History of leadership roles managing the quality and content of all financial data reporting and audit coordination for either a division or significant program area, and preferably with oversight of Human Resources.
• Ability to translate financial concepts to - and to effectively collaborate with - programmatic and fundraising colleagues who do not necessarily have finance backgrounds.
• A track record in grants management preferred.
• A successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision making.
• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
• The ability to work well under pressure and manage multiple projects and deadlines.
• Personal qualities of integrity, credibility, and dedication to the mission of Monterey Jazz.
• A life-long learner who embraces professional development opportunities and the opportunity to continually adapt to best practices.
• A self-starter with the ability to work independently and within a team environment.
• The ability to work nights and weekends a couple of times a year and particularly during our signature festival.

APPLICATIONS

Monterey Jazz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally protected status.

Location and Hours

This position is required to maintain regular hours (40 hours/week, exempt) with some evening and weekend work as necessary in our Monterey office as mutually agreed upon with Managing Director.

Compensation

$110,000 – $120,000 is the wage range for this position. The salary wage offer will be commensurate with skills and experience. Generous health, PTO, holiday and retirement plans.

All qualified applicants will be required to submit a background check and three (3) professional references, should they reach the final round of interviews.