Director of Finance

PENCIL’S MISSION, VISION, AND CORE COMMITTMENTS:

PENCIL links community resources to Nashville Public Schools to help young people achieve academic success and prepare for life.

PENCIL exists to create a world where Metro Nashville Public School (MNPS) students and teachers have equitable access to resources and opportunities, empowering students to succeed now and in the future. We will do this by creating a community that respects the unique perspectives and experiences of all stakeholders through proactive listening, continuous learning, and tireless advocacy for every student.

Our work is guided by the needs of MNPS, is student centric, and is achieved through intentional partnerships and tangible engagements.

As the PENCIL team, we will:

· Be collaborative and inclusive —By encouraging conversations that amplify and uplift the voices of all students and communities, especially those marginalized by inequitable systems.

· Act with transparency and integrity — By striving to continually educate ourselves, intentionally recruit and retain diverse staff and stakeholders, and encourage everyone to share their authentic perspectives and experiences to our work.

· Demonstrate kindness and gratitude— By valuing the unique experiences that each student, staff, and community member bring to our work.

POSITION SUMMARY:

The Director of Finance is responsible for all facets of PENCIL’s finance and operational functions including accounting, human resources, and facilities. The goal of this position is to ensure the recording of sound financial data and continued strong operational infrastructure for PENCIL. Knowledge of regulatory requirements for nonprofit organizations, processes and systems are critical to success for the Director of Finance and PENCIL. The ability to translate financial observations into language that is easily understood by all PENCIL team members (staff and board) is also critical.

ESSENTIAL FUNCTIONS:

1. Responsible for all accounting transactions for PENCIL with support from the Fractional CFO. This work includes involvement in all activities related to financial operations including:

a. Manage the recording and reporting of contribution and grant revenues, accounts receivable and other assets, accounts payable as well as other liabilities, investment accounts, payroll, and operating and capital expenses in the general ledger.

b. Review weekly accounts payable for proper documentation as well as appropriate new vendor documents such as tax forms for compliance with IRS regulations.

c. Prepare and present monthly financial statements for review by the Board of Directors, including analysis of current versus prior period information, insights into the key drivers and assumptions as well as forecasting. Provide recommendations regarding opportunities, risk management, and resource allocation.

d. Perform general ledger account reconciliations and in-depth reviews monthly, quarterly, and annually.

e. Prepare monthly financial reports including bank reconciliations, government grant invoices, and financial statements.

f. Prepare all financial documents and reports required by government and private grantors including project and grant budgets as needed for funding proposals and new endeavors.

g. Assist with monthly and year-end closing procedures.

h. Update and implement accounting and financial policies and procedures such as proper cash management, disbursements, and expense reimbursement policies.

2. Lead, with support from the fractional CFO:

a. Review bi-weekly payroll for PENCIL staff (20-25 team members) for accuracy, completeness and timeliness (tax payment, 401K payment, etc.)

b. Oversee the annual audit and tax return preparation serving as the primary point of contact for the outside accounting firm during their work. Facilitates communication with other PENCIL team members and the Fractional CFO as needed to complete the audit and tax return.

c. Manage the annual budget process and assisting the team with fiscal management throughout the year that anticipates operating within the approved budget; ensures maximum resource utilization and maintenance of the organization in a positive financial position.

3. Analyzes and evaluates vendor services, particularly for insurance and employee benefits, to determine programs and providers that best meet the needs of PENCIL; makes recommendations, negotiates services, terms, and premiums.

4. Coordinates all aspects of office management to ensure staff can operate effectively and efficiently. This coordination includes technology equipment, internet, supplies, facility needs, etc. Working closely with outside vendors on commercial and building insurance and other office services needs such as technology, supplies, rental space, etc. is a key element.

5. Assists in the development of current and long-term organizational goals and objectives as well as policies and procedures; assists in establishing plans to achieve goals set within the strategic planning process. Assuring process documentation is in place for all aspects of the organization (timelines, checklists, use of automation, etc.)

6. Provides effective and inspiring leadership, as well as stewardship, of PENCIL by being actively involved in continuous quality improvement of programs and services, focusing on systems/process improvement.

7. Oversees the development of new lines of business to assure their operational effectiveness (contracts, process documentation, relationship management, etc.)

8. Performs other functions as assigned by the President/CEO.

QUALIFICATIONS:

· EDUCATION – Minimum of a Bachelor’s degree in accounting

· SKILLS –

o Strong knowledge of GAAP and all applicable state and federal laws

o Regularly demonstrates problem solving and critical thinking skills and works independently against deadlines

o Keen attention to detail and accuracy of data entry

o Strong organization skills and ability to multi-task

o Communicates effectively and strategically with key contacts as well as a wide variety of constituents

o Demonstrates the ability to thoroughly document workflows and timelines

o Strong knowledge of human resources management functions

· EXPERIENCE – Minimum of three years’ experience in accounting, finance, or related field; experience with Abila MIP accounting software preferred; preferred three years of experience in nonprofit financial management or comparable business management experience

· CONFIDENTIALITY – ability to manage sensitive information in a professional and confidential manner as outlined in PENCIL’s Confidentiality Policy

ENVIRONMENTAL CONDITIONS & PHYSICAL DEMANDS:

· Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature.

· Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.

· The employee must occasionally lift and/or move up to 25 pounds.

· The employee is required to stand, walk, climb and balance.

WORK SCHEDULE & HOURS:

This position works 40 hours each week, typically Monday – Friday 8 a.m. – 5 p.m., with occasional evening and weekend hours for special events.

DIVERSITY & EQUAL OPPORTUNITY:

PENCIL is committed towards developing a diverse staff that reflects the community we serve. Research shows that candidates from underrepresented communities often do not submit a resume if they do not feel highly qualified in all areas, therefore we extend an invitation to all candidates to apply, especially those from historically underrepresented communities, including but not limited to, those identifying as Black/African American, Indigenous/Native, Hispanic/Latinx, Asian American/Pacific Islander, Middle Eastern/North African and other people of color; LGBTQ+ candidates; and candidates with disabilities.

PENCIL is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

• This job profile is not intended to be all inclusive of tasks required, it is to provide a general description of essential job responsibilities.