Director of Finance

This is a Full Time Job

DIRECTOR OF FINANCE JOB DESCRIPTION
PASADENA SYMPHONY ASSOCIATION

JOB TITLE: Director of Finance
DATE: March 1, 2012
REPORTS TO: Chief Executive Officer

JOB SUMMARY: The Director of Finance is responsible for the business and financial operations of multiple budgets within the PSA, including financial planning, control, and reporting. The Director of Finance is also responsible for monitoring the annual operating budget and long-range plan financial projections, monthly financial statements, banking relations, information systems management and the administration of payroll and benefits.

JOB DUTIES AND RESPONSIBILITIES:

Financial Management
•Assist Chief Executive Officer and Finance Committee in developing sound financial and administrative policies and procedures and internal controls for accounting, auditing, budgeting, purchasing, inventories, payroll, and administrative services functions. Implement and monitor policies, procedures, and internal controls.
• Process all AR/AP, daily cash receipts and payroll as well as prepare monthly financials including Balance Sheet, Profit & Loss as well as Cash Flow statements. Insure compliance with GAAP standards and internal protocols.
•Direct activities relating to the management and control of cash flow, banking relations, and investments. Perform multiple monthly bank account reconciliations.
•Assist in the Board's development of investment policies and strategies. Serve as primary contact with fund managers and ensure proper accounting for all investment transactions.
•Manage the Association's daily financial activities, including financial record keeping. Review and approve insurance needs and process insurance certificate requests for staff.
•Complete Credit Applications as needed.
•Update and maintain financial record filing systems.
•Coordinate credit card processing needs with staff.
•Attend seminars and special training sessions as needed.
•Prepare special analyses as required.

Budgeting and Planning
•Work with the Board Vice President of Finance and the Chief Executive Officer in the development of financial objectives for the Association.
•Direct the preparation of organizational operating budgets and forecasts with staff and Chief Executive Officer for Finance Committee and Board approval.
•Prepare operating budgets and forecasts for all financial functions; monitor revenues and expenses against approved budget. Recommend and monitor expense control initiatives. Prepare analyses of variances and recommend revision of plan and budget.
•Work closely with Chief Executive Officer and other designated staff in long-range planning for the Association and prepare budgets for plan.

Record Keeping
•Direct the timely preparation and maintenance of all accounting records and provide appropriate financial/statistical reports.
•Maintain the Association's revenue and expense records, process accounts payable and accounts receivable, process deposits, and maintain annuity records.
•Establish and direct payroll and tax payment systems; direct the preparation and maintenance of all payroll records and reporting, assuring compliance with all legal requirements and organizational objectives.
•Prepare and submit withholding forms and other forms as required, including supervise and coordinate workers comp audit, EDD payroll audits, and all financial related inquiries.
•Direct the monitoring and compliance with the terms and conditions of all planned gifts.
•Direct the preparation and maintenance of property, equipment, and instrument inventory records and establish depreciation schedules.
•Ensure compliance with all financial/tax reporting requirements of local, state and federal agencies, including registration of raffles and other special projects.
•Coordinate credit card terminal access for Women's Committee for annual Holiday Boutique event.

Audit and Income Tax Reporting
•Review audit needs of the Association; make recommendation as to selection of auditors.
•Direct preparation for audits.
•Work with the auditors in preparation of the annual audit report and filing of tax reports. Review and approve all drafts; assure distribution of reports as required.
•Respond to auditor's findings and recommendations in consultation with Finance Committee, taking action as appropriate.
•Develop internal audit procedures to ensure that systems are functioning as planned.
•Ensure that a copy of the most recent IRS form 990 and Schedule A are available for review according to federal law.

Board of Directors
•Attend the Finance Committee and Board of Director meetings as support to the Chief Executive Officer and Vice President of Finance.
•Prepare monthly financial statements and interim reports as requested by Chief Executive Officer and/or Board.

Personnel
•Monitor the execution of all benefits programs, including retirement programs, health insurance, and all other types of institutional insurance, maintaining accurate records and filing all required reports.
•Prepare and file employer reports to government agencies, insurance companies, union, etc.

Administrative
•Direct financial data processing function, software and hardware requirements, development of appropriate controls, and new systems installations.
•Serve as part of the senior management team to assist the Chief Executive Officer in setting and implementing administrative and artistic policies established by the Board.
•Perform other duties as assigned by the Chief Executive Officer.

Event Services
•Coordinate all cash needs for box office and on-site merchandise.
•Assist with Will Call order processing at concerts and events as needed.
•Maintain merchandise inventory and manage merchandise sales at concerts and events.

Qualifications
Proficient in QuickBooks Premier (Non-Profit Edition or similar), Paychex Preview on-line payroll processing, Excel and Microsoft Office suite. Experience with California Cultural Data project helpful. Peachtree familiarity helpful. Familiarity with California Sales and Use tax, EDD unemployment claims, Form 592-Non Resident Tax compliance. Must be proactive and self-motivated.

POSITION OPEN UNTIL FILLED - NO PHONE CALLS PLEASE