Director of Finance & Administration - Will County Habitat for Humanity

Summary Job Description

• Manage and resolve all aspects of the organization’s finances, including subsidiaries, and advise and assist in developing and carrying out sound financial policies and procedures.

• Prepare and manage the organization’s annual budget, along with monthly and annual financial statements, and coordinate the annual audit in conjunction with an independent audit company.

• Prepare monthly financial reports for all Boards of Directors and additional reporting as needed for all companies in the organization.

• Work with the volunteer finance committee to oversee the organization’s finances.

• Process all affiliate’s mortgage portfolios including information into the accounting software.

• Originate and record sales and transfers of investment funds.

• Process Payroll and Payroll Tax payments every other week.

• Prepare reports and administer debt service for lenders, and government agencies, as well as matching and grant funds.

• Oversee and manage the organization’s finance volunteers to complete accounting procedures

• Oversee the Organization’s Human Resources activities and partner with outside vendors for Human Resource objectives, advise, and assist in creating sound Human Resources policies and procedures.

• Administer Employee benefits including regulatory reporting

• Assist with other duties as assigned.

Accounting records:

• Generate and maintain all accounting records following generally accepted accounting procedures and following financial controls and practices.

• Prepare past financial data in support of grant requests, working closely with the executive director and other staff to meet grant requirements.

• Prepare timely and accurate monthly bank reconciliations are performed on all organizational bank accounts, reporting any discrepancies to the WCHFH executive director and board treasurer.

• Monitor & record bank activities using authorized access to the online banking systems.

• Prepare journal entries for monthly and annual close processes

• Prepare and file property tax and sales tax returns.

• Work with the board treasurer and external auditor providing documentation to assure timely and accurate completion of annual tax filings and audits.

• Coordinate and oversee the physical inventory of capital assets.

• Record Habitat ReStore inventory and cash controls including, but not limited to, daily deposit review, surprise cash counts, physical inventory counts, and other means consistent with WCHFH policies.

• Work with Finance Committee Chair and Board Treasurer to plan and lead monthly finance committee meetings and Board presentations.

• Keep the Executive director, Associate Director, and Habitat ReStore Manager informed of the status of jobs, profitability, and cash flow.

• Take the initiative to make recommendations for change that would improve the accounting controls and make the accounting activities more efficient.

Financial reports:

• Prepare monthly financial reports, bank reconciliations, dashboard reports, mortgage management reports, job cost reports, and cash projections.

• Ensure all accounts are in up-to-date status including construction job-cost accounts and reports, providing weekly reports to the construction director.

• Work with the Finance Committee on quarterly internal audits of affiliate entities.

• Work with outside auditors to prepare annual audit and 990 tax returns

• Prepare necessary reports for grant funding and be able to apply standard GAAP.

Payroll:

• Full-charge administration of payroll including tracking and reporting employment hours worked, benefit hours taken, pay rate changes, and submission to the external payroll processing company.

• Be available to answer staff questions regarding their payroll and intervene to correct any errors or omissions.

• Track and report monthly to the executive director and board the status of all benefit hours.

• Oversee and manage timely submission of W2 and W3 forms

• Oversee and manage unemployment reports, dispute requests, and leaves of absence.

Corporate/financial records:

• Manage reports and filing of all corporate financial controls and practices and reports.

• Perform annual audit/review of the sub-contractor certificates of insurance records that are maintained by the construction director and notify the executive director of findings and any deficiencies.

• Manage current insurance coverage and insurance records; maintain current signatures on record with the bank.

Donations and receipts:

• Supervise deposits, cash-counting, and drop-box access. Ensure receipt, report, and track donations, mortgage payments, pledges, and/or other monetary transactions in an appropriate manner and on a timely basis and following generally accepted accounting procedures.

• Maintain and manage appropriate balances and fund transfers.

• Maintain petty cash or employee cash advances.

• Reconcile and audit credit card transactions between the point of sale and credit card companies and the bank statement.

• Prepare annual donor report to include total gifts by the donor, gifts by category of donors (church, civic, individual, etc.), and status of pledges.

• Process grant funds from government grants, SHOP, and other sources per their requirements.

Accounts payable, bill payments:

• Manage accounts payable; coordinate coding with responsible staff, entering in QuickBooks, maintaining adequate supporting documentation, and projecting cash flow requirements and amounts.

• Write payable checks and ensure bills are paid on time.

• Record expenses and withdrawals from the bank account.

• Oversee and manage annual 1099, 1096 creation and submission timely

• Process and audit travel and expense reports, credit card reports

Accounts receivable, collections:

• Oversee and audit the Home Repair Billing process

• Oversee and audit HOA Pass-Through process

• Maintain financial records for HOA’s until deemed stand-alone entities

• Oversee performance of collection process and policies for delinquent mortgages, home repair agreements, and HOA payments.

• Oversee creation of pledges and work with the Development team to reconcile open pledges

Mortgage management:

• Manage mortgage payment activity to include, but not limited to the enforcement of the payment policy, management/coordination of externally and internally maintained escrow accounts, and communication with homeowners about their accounts as appropriate.

• Monthly reconcile QuickBooks and mortgage receivable balances, escrow balances, and all other mortgage-related activities.

• Annually reconcile escrow accounts and provide all mortgage holders with revised payment coupons and payment summaries for those that are managed internally and verify changes with an external mortgage servicing company if utilized.

• Record the sale of property and book mortgage receivables at the time property is closed.

• Maintain secured files of records of mortgages and deeds in the locked fire-safe filing cabinet.

• Stay abreast of RESPA regulations and laws and maintain certification as required by HFHI and Governmental agencies.

Human Resources Management

• Participate and assist in the development of corporate plans for a variety of HR matters such as compensation, benefits, health, safety, etc.

• Process paperwork for new hires which includes background check, I9 verification

• Create record for new hires in Paychex

• Maintain employees’ files

• Manage benefits such as dental, vision, health insurance, retirement plan.

• Initiate and follow up workman’s compensation for employees’ injuries.

• Oversee all HR initiatives, systems, and tactics

• Supervise the work of HR personnel and provide guidance

• Monitor adherence to internal policies and legal standards

• Oversee the management of grievances and violations including disciplinary action when required

Administrative support

• Able to present Will County Habitat’s mission, vision, and programs to the public, interested homeowners, and potential volunteers; assist with promoting the Habitat ReStore and program ministry, maintaining a positive public image.

• Lead the general office administration and assignment of duties to volunteer staff.

Information systems:

• Work with IT staff and or vendors to maintain computer network systems for the organization including, but not limited to, recommendations for upgrades, consistent software across systems, daily back-ups, troubleshooting, and routine maintenance.

• Advise on all repairs and upgrades for office equipment and telephone systems.

• Maintain safe and routine off-site storage of information systems backup as a part of a disaster recovery plan.

• Maintain up-to-date partner family files, mortgage documents, correspondence, construction information, and final build costs.

• Supervise and train administrative and accounting volunteers.

Professional Qualifications & Experience

The ideal candidate will have:

• A bachelor's degree in accounting or finance or a closely related discipline

• An MBA or CPA designation is a strong plus.

• Five or more years of experience in the following areas: accounting, finance, business planning, and budgeting will full trial balance and adjusting entry completion.

• Preference with experience in Not-for-Profit and/or Construction industries.

How to Apply

Please submit your resume and cover letter via email to Careers@habitatwill.org. We are an equal opportunity employer. No calls please.