Director of Finance and Operations

Background and Mission

Bowman's Hill Wildflower Preserve (the Preserve) embraces its mission to increase the knowledge and use of native plants by serving as an educational resource and destination that inspires conservation action as the nation's only accredited museum focused exclusively on native plants. Founded in 1934, the Preserve is a member-supported nonprofit organization that welcomes over 30,000 visitors annually on 134 acres with over five miles of hiking trails through undeveloped forest, meadows and the Pidcock Creek watershed. The Preserve boasts renowned educational programming, a robust special events calendar and a regionally-recognized Native Plant Nursery.

Position Summary

The director of finance and operations is an integral part of the Preserve executive leadership team, providing crucial financial, operational and human resources oversight to facilitate efficient and effective operations of the organization. The position is responsible for managing all financial and human resources needs, including payroll, benefits management, commercial and health insurance, maintaining personnel records and supporting recruitment, hiring and orientation processes.

Additionally, the position maintains and monitors a variety of designated and restricted funds accounts, completes bank statements, reporting reconciliations and other end-of-month accounting, and prepares appropriate financial reports for key stakeholders. They also work closely with contract accounting and audit firms as well as the Preserve's legal counsel. The director of finance and operations reports to the executive director.

The ideal candidate has advanced proficiency with Quick Books online, experience in the non-profit industry, comfort in a public-facing role, and proven leadership, professionalism and tact in communications with a diversity of individuals.

Responsibilities

Finance:

• Manage accounts payable and accounts receivable
• Oversee online banking and bill pay
• Maintain accurate financial records using Quick Books Online
• Develop and distribute regular financial reports in collaboration with external CPA
• Track designated and restricted funds
• Serve as signatory for all company bank accounts
• Manage company credit card account, including payments and staff receipts
• Transfer funds between investment fund accounts and other institutions
• Manage annual audit and Form 990 filing in collaboration with external CPA and auditor
• Ensure compliance with all local, state, and federal financial regulations, including Form 990, payroll taxes, W2s, 1099s and grant-related reporting
• Support volunteer finance committee

Operations:

• Lead initiatives in organizational culture and strategy that advance opportunity, belonging, inclusivity and accessibility in partnership with internal teams and external partners
• Manage reporting, annual renewal and regular bidding processes for:
  • Commercial insurance policies
  • Health insurance policies
  • IT service contract
  • Office equipment contracts
  • Communications (phone/email/internet)
  • Security contract
• Vendor and contractor management, including certificates of insurance and W-9's
• Coordinate and execute annual insurance audit
• Oversight of retail and visitor services activities
• Administer incident reports, emergency response, workers' compensation claims, etc. within 24 hours to insurance providers
• Office supplies tracking and ordering
• Assist in the development and implementation of systems and procedures as needed
• Support special events, projects and ad-hoc committees as assigned

Human Resources:

• Oversee all aspects of employee onboarding, including review of policies, employee handbook, essential paperwork, property and facilities tour, and staff introductions
• Ensure compliance with labor laws and regulatory requirements
• Maintain confidential employee records and physical files
• Manage security clearances, security access and background checks
• Manage employee benefit enrollment, including tracking and maintaining employee health insurance contribution information
• Maintain high level of professionalism in dealing with confidential and sensitive issues
• Oversee bi-weekly payroll and administrate company 401(k) retirement plan through ADP
• Track and maintain employee paid time off (PTO) and work from home (WFH) hours
• Lead, manage and mentor direct report staff, including:
  • Bookkeeper (part-time)
  • Volunteer and Visitor Services Coordinator (full-time)

Other duties as assigned by the executive director

Requirements

• Bachelor's degree in finance, business, accounting or related field
• Minimum of five (5) years progressive experience in finance, human resources, business management or related field
• Advanced proficiency in Quick Books online
• Non-profit financial management experience
• Proficiency in Windows operating systems, Microsoft Office and Google Suite
• Excellent verbal and written communication skills
• Strong organizational, problem-solving and analytical skills
• Superior attention to detail
• Ability to manage competing priorities and workflow
• Ability to deal effectively and confidentially with a diversity of individuals at all organizational levels
• Understanding of and commitment to the Preserve's mission
• Valid driver's license

Work Schedule

This is a permanent full-time position with occasional weeknight, weekend and holiday work as needed. While the primary work location is at the Preserve, the position is permitted up to two (2) days per week of remote work following a successful 90-day review.

The Preserve is open seven (7) days a week and on most federal holidays, including Memorial Day, July Fourth and Labor Day. The Preserve is closed on Thanksgiving, Christmas Eve, Christmas Day, New Year's Eve and New Year's Day.

Physical Requirements

• Sit and use a computer, keyboard, mouse for prolonged periods
• Effectively maneuver the Preserve grounds, including uneven gravel and stone surfaces
• Bend, squat and reach
• Occasional standing, walking and lifting up to 20 lbs.

Compensation and Benefits

The annual salary range is $88,000 to $98,000 and is commensurate with qualifications and experience. Benefits include:

• Health insurance cost-sharing program
• Generous PTO policy
• Annual allowance of WFH hours
• 401(k) retirement plan with company contribution after one (1) year of employment
• Employee discounts
• Complimentary Preserve membership

Visit us at www.bhwp.org for more information.

A background check is required.

The Preserve is an equal opportunity employer and is committed to non-discriminatory policies. All decisions regarding recruitment, hiring, promotion and all other terms of employment will be made without regard to race, color, religion, age, gender, gender expression, sexual orientation, national origin or ancestry, marital status, status as a qualified handicapped or disabled individual, or any other impermissible factor in accordance with applicable laws.

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