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Job Title: Finance Manager

Job Location: Louisville, KY

Reports To: Executive Director

FLSA Status: Part-Time Hourly Position – 22 hours a week. This position has the ability to grow into full time.

To apply please submit resume and letter of interest electronically to Sherry Crose, Executive Director scrose@. No phone calls will be accepted. Resumes with letter of interest will be accepted through July 10, 2019.

Salary compensatory to experience.

The Honorable Order of Kentucky Colonels is a small and evolving non-profit that has its philanthropy roots dating back to 1930’s. Kentucky Colonels date back to 1813, when the first Colonel was appointed by Governor Isaac Shelby. The vision of the organization is that we are a respected philanthropy organization serving Kentucky with honor and compassion. We do this by providing grants to Kentucky nonprofits and in 2018, we awarded 235 grants, totally $2 million which impacted over 3.8 million Kentuckians. Grant dollars are graciously contributed by approximately 35,000 individuals who were appointed Kentucky Colonels by the Governor of the Commonwealth of Kentucky. Refer to the website for further information on the rich history of the Kentucky Colonels.

Summary: The primary responsibilities for this position are all the accounting and insurance activities for the Kentucky Colonels. This position will also assist with general operations of the organization’s equipment and the ideal candidate will have basic IT management skills.

This position plays a vital role in the financial reporting to the Executive Director, Treasurer, Finance Committee and the Board of Trustees. The position prepares needed reports and is the lead in budget development, providing financial oversight of the budget as well as working with the Trust Fund consultants who manages the Colonels Trusts.

Strong candidates for this role will be self-motivated, multi-tasker who wants to make a positive impact in the non-profit world and enjoys working in a small team office. The position requires working 2 to 4 weekends a year.

Essential Duties and Responsibilities:

Financial Oversight

• Manages liquidity to assure the solid financial condition of Kentucky Colonels

• Along with the Executive Director serves as liaison with Trust Fund consultants

• Communicates with Finance Committee and Chair (Treasurer) to provide support as needed

Accounting

• Responsible for all bookkeeping duties and internal financial management including but not limited to check writing, fund transfers, account entries

• Handles bank account reconciliation with membership database

• Reconciles any financial discrepancies by collecting and analyzing account information

• Secures financial information by completing data base backups

• Prepares monthly financial statements and reports for internal use and distribution to management, Board Finance Committee and entire Board of Trustees

• Develops the annual budget and manages performance to the budget

• Maintains adequate accounting controls to assure the safeguarding of assets and accurate financial reporting

• Prepares special reports by collecting, analyzing and summarizing account information

• Facilitates annual audit conducted by an independent CPA firm and maintains relationship with audit firm

• Assists as needed in the preparation of monthly sales tax reporting and annual tax returns

• Maintains compliance with Federal, State and Local laws

• Processes bi-weekly payroll

• Manages/fulfills the employee retirement plan

General Operations:

• Processes all required insurance documentation including workman’s comp and unemployment insurance and insures proper procurement of insurance policies

• Assures that company is in compliance in all areas to protect the non-profit status and prepares all reports required by law or recommended by the auditor

• Manages office equipment with third party vendors, maintains long term record-keeping (including equipment inventory, HR records, company policies and procedures, etc.) insuring that all documents are kept up to date, and available to the staff and Board. Insures proper procurement of contracts, insurance policies

• Handles the vendor bid process were appropriate

IT:

• Manages/coordinates all phone/internet/computer/machinery services with third party provider

• Provides basic troubleshooting for IT issues

Miscellaneous/Other Reporting

• Provides support for committees, the Board and others for data reporting needed for grants, donors or other entities.

• Answers phone, providing information, and redirecting calls

• Any other duties as assigned by the Executive Director

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Project Management – completes projects on time and budget.

• Interpersonal Skills – ability to communicate effectively with other staff, Colonels and Board of Directors.

• Oral Communication – speaks clearly and persuasively in positive or negative situations; listens and get clarifications, responds well to questions. Ability to speak effectively on the telephone and one on one with others

• Written Communication – Writes clearly and informatively, able to read and interpret written information.

• Teamwork – gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.

• Organizational Support – follows policies and procedures; completes administrative task correctly and on time; supports organization’s goals and values.

• Planning/Organization – prioritize and plans work activities; uses time efficiently.

• Professionalism – approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

• Quality – demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality.

• Quantity – completes work in timely manner.

• Adaptability – Adapts to changes in the work environment.

• Attendance/Punctuality – is consistently at work and on time; ensures work responsibilities are covered when absent.

• Initiative – asks for and offers help when needed.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: At least eight years in accounting and/or auditing experience. Experience with payroll; financial reporting, coordinating audit activities, and managing budget development. Risk management and IT experience preferred. BA or BS in Finance/Accounting required, CPA preferred.

Language Skills: Basic writing skills.

Mathematical Skills: Extremely proficient in accounting.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished both written and oral. Ability to deal with problems in an efficient and effective way.

Creative Thinking Skills: An ability to develop new, non-traditional ideas while be able to execute those ideas creating a pathway to objectives

Computer Skills: To perform this job successfully, an individual must have extensive knowledge of Quickbooks, Excel, Word. Experience with DonorPerfect database experience helpful but not required. IT administrative experience preferred. (Exchange server maintenance, Outlook)

Certificates, Licenses, Registrations: Must have a valid driver’s license, CPA permit preferred.

Other Skills and Abilities: Excellent interpersonal skills, attention to details, deadline-oriented, confidentiality, time management

Other Qualifications:

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to stand, walk, climb stairs, sit and listen or talk. The employee is occasionally required to lift and/or move items up to 25 pounds. The employee is occasionally required to have non-standard workday hours. Individual will also be required to work at a computer terminal for extended lengths of time.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position works in a private office for confidentially.

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