Director of Finance and Administration

Director of Finance and Administration

Position reports directly to:

Executive Director

Positions reporting directly to this position:

None

Primary

Work Location:

Office at Horizon Campus

Starting salary:

$65,000 – $75,000

Status:

Full Time (Exempt)

Organization

Description:

The Education Foundation of Alachua County is a 501(c)3 organization located in Gainesville, Florida. Our mission is to invest in the future of Alachua County Public School Students. The Education Foundation works closely with the Alachua County Public School district to develop and fund programming, which meets the needs of students and teachers in Alachua County. Currently, The Education Foundation has four main funding initiatives:

• Senior Scholarships – A college scholarship program open to all high school seniors in Alachua County
• Catalyst for Change – A competitive grant program for teachers and schools awarding $120,000 annually for innovative projects.
• Take Stock in Children – A scholarship and mentoring program working with low-income youth; we currently have 250 students in this program.
• Funds Held for Others – A separate bank account we hold for the Alachua County Schools Volunteer program. Funds are separate but receipts may come through our organization.

Job Summary:

The Director of Finance and Administration serves as the organization's senior financial and administrative leader and is responsible for all accounting, bookkeeping, financial records, payroll administration, budgeting, financial reporting, audit coordination, compliance, state legislative reporting, accounts receivable and payable management. This position oversees the accurate recording of all financial transactions for the organization's programs using Quick Books and ensures sound fiscal stewardship, strong internal controls and compliance with nonprofit accounting standards.

The ideal candidate brings nonprofit finance expertise, a proactive mindset, and the ability to work both independently and collaboratively with the Executive Director, Board of Directors, and Finance Committee.

• Streamline and maintain organizational databases and systems
• Enter all donations, receivables, grants, and event income into Quick Books
• Process and record income from CRM, Pay Pal, checks, and EFTs
• Work collaboratively with the financial management team on grants that require tracking and reporting
• Create invoices as needed

• Enter all expenses into Quick Books, cut checks, process payments, and manage accounts payable
• Process and record credit and debit card transactions and perform monthly credit card reconciliation

• Process payroll and enter payroll data and salary allocations into Quick Books
• Coordinate onboarding, offboarding, and benefits administration through the PEO platform (Tri Net)
• Support personnel documentation, policy implementation, and HR compliance
• Enter required journal entry changes related to payroll
• Prepare and submit quarterly affidavits
• Ensure timely and accurate tax payments, W-2 and 1099 preparation, and required federal and state filings
• Work with auditors to ensure successful completion of annual 990 and posting it to Candid

• Reconcile all bank accounts monthly
• Perform month-end tasks and close the books
• Reconcile all balance sheet accounts at month-end

• Prepare month-end financial reports for the Finance Committee and Board of Directors, including Balance Sheet, Profit & Loss, Budget vs. Actuals, and Financial Summary
• Present financial reports at monthly Finance Committee and Board meetings as requested
• Financial management of grant reimbursements, Endowment account, and the Take Stock in Children Program
• Work with Executive Director and Board Treasurer on preparing finance committee monthly meeting items including agenda cost analysis, cash flows, and financial investment updates
• Lead annual budget development in partnership with the Executive Director, Board Treasurer, and Finance Committee

• Serve as the primary point of contact for the annual audit process, including preparation…