A Vice President or Director of Finance manages the daily financial activities of a company or organization. Oversees accounting, bookkeeping, accounts receivables and payables, and financial administration.
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Director of Finance Qualifications:
Bachelors' Degree Three years of experience Position Summary The Director of Finance is responsible for safeguarding the financial assets of the Historic Cocoa Village Playhouse while ensuring accurate financial reporting, regulatory compliance, strong internal controls, efficient financial operations, and the integrity of all accounting systems. The Director of Finance works collaboratively with the Executive Director, Artistic Director, accounting staff, auditors, financial institutions, vendors, and the Board of Directors. Corporate Records and Permanent Files Establish and maintain permanent financial and corporate records in both paper and electronic formats. Maintain Articles of Incorporation. Maintain original and amended Bylaws. Maintain IRS 501(c)(3) determination letter. Maintain Operating Agreement with the City of Cocoa. Maintain all deeds, titles, leases and property records. Maintain loan documents and amortization schedules. Maintain grant agreements and major contracts. Maintain annual IRS Form 990 filings and Florida charitable solicitation registrations. Maintain state corporate filings. Maintain a complete fixed asset register of all Playhouse-owned equipment and property. Insurance Administration Review all insurance policies annually for adequacy and cost effectiveness. Obtain competitive quotations before renewal when appropriate. Review property, general liability, D&O, workers' compensation, cyber, crime/fidelity and umbrella coverage. Financial Reporting Assist the accounting staff in preparing monthly financial statements. Prepare reports for the Executive Director and Board. Provide Balance Sheet, Statement of Activities, Budget vs Actual, Cash Flow and variance explanations. Budget Development Participate in preparation of the annual operating and capital budgets. Monitor budget performance and recommend adjustments. Vendor Administration Assist the Artistic Director and Executive Director with vendor relationships, contracts, quotes and financial negotiations. Maintain vendor files including W-9s, contracts and insurance certificates. Payroll Administration Review time sheets submitted by all regular, seasonal and contracted employees. Ensure payroll accuracy, approvals, classifications and compliance. Accounting Systems Maintain the accounting system and Chart of Accounts. Evaluate QuickBooks and recommend migration to a current accounting platform when appropriate. Ensure accurate mapping between accounting software and ticketing/POS, payroll, donations, memberships and merchant processors. Bank and Merchant Reconciliations Ensure monthly reconciliation of all bank, investment, payroll and merchant accounts. Review credit card settlements, processing fees, refunds and chargebacks. Ensure ticket sales reconcile to deposits and accounting records. Annual Fixed Asset Audit Coordinate an annual physical inventory of all equipment and capital assets. Reconcile physical inventory to accounting records. Maintain depreciation schedules and document additions and disposals. Internal Controls Maintain written procedures for cash handling, deposits, purchasing, expense reimbursements, credit cards and segregation of duties. Recommend improvements to protect organizational assets. Audit and Compliance Coordinate the annual audit or financial review. Coordinate preparation of IRS Form 990 and required state filings. Ensure compliance with nonprofit regulations, grants and loan covenants. Banking and Investments Monitor banking relationships, reserve funds, CDs, loans and investments. Recommend improvements in cash management. Grants and Restricted Funds Maintain financial records for grants and restricted donations. Prepare grant reimbursement requests and required financial reports. Technology and Records Coordinate financial software vendors and backups. Maintain secure electronic financial records and records retention schedule. Strategic Planning Assist management with long-range financial planning, capital planning, cash flow forecasting and financial sustainability. Performance Expectations Accurate monthly financial statements. Monthly reconciliations completed timely. Annual budget prepared. Annual fixed asset audit completed. IRS Form 990 and state filings completed on time. Insurance reviewed annually. Financial systems remain current and accurately integrated. Maintain confidentiality, professionalism and ethical standards.
