Summary
This position is responsible for the overall fiscal control and management of the finance department, including investments and audit activities.
Essential Duties & Responsibilities
Finance, Accounting, and Audit:
- Oversee all financial operations and direct organization's financial planning and structure
- Responsible for accounts receivable, accounts payable, general ledger and all cash movement
- Responsible for accounting worksheets, general ledgers, trail balances, balance sheets, comparative balance sheets, bank reconciliation, petty cash payments and records, purchase orders, billing, uncollected accounts receivable, calculation of financial and operating ratios, analysis of income statements, and the opening and closing of books on a fiscal calendar
- Responsible for daily cash management to ensure sufficient operating funds are available to meet payment obligations - cash flow management
- Coordinate, analyze and report the financial performance to Management (financial performance, projections and other special projects as required)
- Prepare short and long-term financial forecasts of financial performance
- Track important KPIs and analyze trends
- Develop, implement and maintain accounting and administrative policies and procedures for a wide-ranging set of activities including financial accounting and reporting and other corporate policies
- Ensure compliance with federal, state, and local laws in regard to financial practices
- Ensure all assets of PPFL are protected at all times
- Ensure all financial and valuable records are kept and maintained according to generally accepted professional practices
- Prepare all budgets for PPFL annually
- Prepare business proposals for all expiring, new grants and contracts
- Prepare and manage annual budget process through President & CEO for Board approval
- Prepare and negotiate budgets/proposals for new and renewing contracts/grants
- Ensure through the development and implementation of organizational systems, all programs operate within their approved budgets. Recommend modification of budgets when indicated
- Oversee billing and collection of all revenues and payments
- Establish and monitor systems for billing and collections that results in the least number of days in Accounts Receivable
- Responsible for fiscal management of all grants
- Ensure preparation of all financial reports and timely submission to grantors
- Perform periodic reconciliation of grant expenses
- Ensure proper accounting for all restricted funds of PPFL in accordance with GAAP
- Responsible for Annual audit of PPFL
- Manage the annual closing of the books and facilitate a timely audit by the independent firm
- Responsible for the Annual audits as an Executive Team Member
- Attend Executive Team meetings
- Act as a liaison with other team members on related projects
- Contribute to the planning process with a marketing, facilities, and financial view
- Supervision of finance personnel or any consultant or temporary help
- Maintain ethical standards and continued professional growth, including
- Abide by Program and PPFL policy and procedures. Oversees staff understanding and compliance
- Ensure all CARF standards are instituted and maintained
- Promote, in public and private contacts, the quality standards and ethical practices of PPFL staff
- Continue professional growth by attending workshops, trainings and staff in-service trainings to increase skill and knowledge and to set appropriate example for staff
- Maintain professional boundaries with staff and clients
- Perform other duties as assigned by supervisor
Required Key Performance Indicators (KPI)
- Budgets will be generated and distributed to Leadership by the 15th business day of the month end 95% of the time.
- Submit all completed financial reports to the CEO on the 12th business day.
- Submit the completed financial package to the Board and Finance committee by the 14th business day.
- Distribute department financials to internal PHFL leadership staff, as appropriate, on the 15th.
- 100% of Performance Evaluations will be completed within established timeframes.
- 100% of the required trainings will be completed within specified time frames.
- 100% of all supervisees have met their KPIs.
- 100% of the employees will receive supervision in accordance with agency standards.
- Will meet with teams semi-annually to ensure ongoing communication and report success, barriers and action items to the Executive Team, 100% of the time.
- Will assure the agency procedures are current and posted prior to expiration date 95% of the time.
- 100% of the time Agency annual budget will be submitted to management and board of directors.
- Annually internal rates will be reviewed and adjusted as necessary in accordance with costing code guidelines, 100% of the time.
- Upon review of external rates, a report will be submitted to CEO with recommendations and approval, 100% of the time.
- Projects will be completed within assigned timeframes 95% of the time.
- Provide presentations, reports, analysis, and makes strategic recommendations as requested, 100% of the time.
- 100% of the time financial reports due for grants will be submitted to the CEO 3 business days prior to the due date.
- Agency liability and Malpractice Insurance for all applicable employees will be renewed prior to expiration date, 100% of the time.
- 95% of all external audits (financial, workman's compensation, etc.) items will be scored as fully compliant.
- Annual employee turnover within the finance department must not exceed 30%.
Qualifications/Education/Experience
To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The requirements listed below are representative of the knowledge, skill and/or ability required.
- BS/BA or equivalent combination of education and experience
- Certified Public Accountant (CPA) or Master's in Business Administration (MBA) preferred
- Experience in non-profit accounting preferred
- Ten (10) years' experience in Accounting/Financial Management, Grant and Contract Administration and Capital Asset Procurement
- You must have a passion for getting things done, and an appreciation for details. You must believe in continual process improvement, but you must be ready to jump in to handle fires as they occur.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform their essential duties and responsibilities.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform their essential duties and responsibilities.
The work environment is that of a substance abuse treatment milieu which may include:
- Exposure to clients infected with Hepatitis B, HIV, TB, or other infectious diseases.
- Business-related travel may be required.
SCHEDULING NEEDS: None noted.
Phoenix House Florida is an Equal Opportunity Employer, and all qualified applicants and team members will be considered for employment and advancement without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, marital status, disability, genetic information, military or veteran status or any other characteristic protected by federal, state, or local law.
