Finance and Administration Director

Position Title: Finance and Administration Director (Full-time, exempt)

Function: The Finance and Administration Director is a senior leadership position that contributes to the overall success of the New Mexico Bio Park Society (NMBPS) by effectively managing all financial and human resources administration, ensuring organizational fiscal health and effective HR operations.

• Prepare and maintain timely and accurate financial statements and reports appropriate for the users and in accordance with generally accepted accounting principles (GAAP) for nonprofits.
• Review and implement all accounting policies and procedures for compliance with GAAP and with requirements established by funding sources and other agencies.
• Ensure and maintain a system of internal control for all accounting transactions, and administrative controls as related to employees, fixed assets, purchases and budgeting in accordance with GAAP and Governmental Accounting Standards.
• Ensure that all statutory requirements of the organization are met, including nonprofit financial and grant regulations.
• Manage the annual audit. Prepare and compile supporting documentation, facilitate information requests and act as the point of contact for auditors.
• Document and maintain complete and accurate supporting information for all financial transactions.
• Manage financial accounting systems for cash, accounts payable, accounts receivable, and petty cash.
• Reconcile bank and investment accounts.
• Pay all bills and reimbursements with Executive Director approval.
• Records all deposits received in accordance with their restrictions, if any.
• Maintain the general ledger, accounts payable, accounts receivable and payroll using a fund accounting method to track funds by its intended purposes.
• Develop and implement policies and procedures to ensure that personnel and financial information is secure and stored in compliance with current laws and regulations.
• Organize the money-handling process and collect funds for events.
• Keep contracts current, both vendor and city, as well as partner and other contractual arrangements.
• Track and update records to pay all obligations, including dues, quarterly city staff payment, etc.
• Assist auditors in the preparation of tax returns.
• Liaise with the Board Treasurer, Finance Committee and/or Audit Committee as appropriate, including attendance at Board and similar meetings.
• Assist the Executive Director and the Board Treasurer with financial reporting as required at Board meetings and the Annual General Meeting; prepare financial statements and reports for Board meetings.
• Manage the acquisition of capital assets and ensure that assets are properly recorded, amortized, and disposed of as appropriate.
• Supervise the finance and development coordinator to maintain the general ledger, accounts payables, accounts receivables, and payroll accurately

• Manages payroll ensuring that employees are paid in a timely and accurate manner.
• Maintain personnel files and administer the employee insurance and benefits plans.
• Manages consultants in relation to payroll and human resources.

• Work with Executive Director to oversee and lead annual budget process.
• Assist development staff on occasion with funding applications.
• Maintain financial records for each restricted donation category in a manner that facilitates timely reporting on the financial activity of individual projects.
• On a quarterly basis, update restricted funds spreadsheets for the Bio Park Director and Executive Director.
• Monitor risk management policies and procedures to ensure that program and organizational risks are minimized.
• Advise the organization’s leadership on appropriate insurance coverage for the organization and the Board of Directors.
• Maximize income and reduce expenses where possible and appropriate.
• Negotiate with banks for financial services as required and appropriate.

• Manage and coordinate with department directors to administer, monitor and ensure compliance with all leases, contracts and other financial commitments.
• Monitor all legislation relevant to the organization (employment standards, occupational health and safety, human rights, etc.).

• Keep leadership informed of the status of financial activities and of significant events and problems
• Maintain professional and technical knowledge by: conducting research; attending seminars, educational workshops, classes and conferences; reviewing professional publications; establishing networks; NS participating in professional societies.
• Contribute to a team effort.
• Perform other duties as required.

• Bachelor’s degree in accounting, finance or a related field or six or more years of financial and operations management experience. Knowledge of generally accepted accounting principles (GAAP). Knowledge of federal and state law affecting charities. Knowledge of legislation on…