Overview

POSITION SUMMARY:

The Business Manager (BM) reports to the Executive Director and is responsible for the management of all internal financial functions and duties necessary to ensure efficient operation of the organization and its programs. This position supervises all accounting functions of the organization including general accounting, accounts receivable, accounts payable, and payroll and benefit administration. The BM is also responsible for organizing and coordinating office operations and procedures, and also ensures efficient and organized administration of RMFI’s documents, licenses, finances, and other functions requisite to the operations of a nonprofit organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

FINANCE

  • Work closely with ED to ensure the financial health of RMFI by providing analysis of financial trends and other relevant financial reports/spreadsheets.
  • Prepare monthly financial reports including financial picture, balance sheet, P&L, cash flow statement, project financials, and investment reports.
  • Monitor RMFI endowment at the Pikes Peak Community Foundation and act as staff liaison to the Finance Committee.
  • Manage grant accounting requirements to maintain compliance.
  • Manage accounts receivable and payable.
  • Administer twice-monthly payroll, pay state and federal payroll taxes and prepare W2 and 1099 forms.
  • Prepare Negotiated Indirect Cost Rate Agreement (NICRA).
  • Perform reconciliations – Checking, Savings, Petty Cash, and credit cards.
  • Conduct monthly allocations (including, but not limited to: FICA, Workers’ Comp, Indirect, Vehicle & Tool Charges, unemployment insurance, storage rental, etc. to projects).
  • Provide all relevant information to the auditors for completion of the 990 and annual audit; review & provide comments on 990 and audit drafts; provide draft to board for review.

GRANTS ADMINISTRATION

  • Maintain grants, agreements, and contracts records.
  • Track reporting and billing requirements.
  • Prepare quarterly and annual grant and government agreement financial reports and invoices.
  • Manage grants.gov, SAM, and ASAP accounts.

DATABASE

  • Maintain donor, partner, staff and other contacts files (donations, participation, contact info) in CiviCRM (Volunteer & Partnership Coordinator maintains all volunteer data).

HUMAN RESOURCES

  • Maintain employee files.
  • Administer employee benefit package including health insurance, vision, dental, Simple IRA.
  • File Workers’ Comp first report of injury as needed.
  • Manage new employee paperwork.
  • Assist with new employee orientation and onboarding.
  • Add new employees to CiviCRM database.
  • Maintain strict confidentiality regarding employee information.
  • Ensure legal compliance with applicable human resource state and federal requirements. Update policies and procedures when necessary and in coordination with ED.

BUSINESS MANAGEMENT

  • Manage liability, vehicle, workers’ compensation, directors, property, and accident insurance and annual renewals.
  • Request Certificate of Insurance for projects/grants.
  • Manage RMFI’s telecommunication accounts for field cell phones and emergency communication devices as well as business accounts for office internet and telephone.
  • Comply with local, state, and federal agencies for licensures and managements.
  • Update annual nonprofit registrations with Colorado Secretary of State.
  • Direct building facility operations, including oversight of office rental policies and procedures to ensure safe, efficient, and consistent operations.

OFFICE

  • Manage and coordinate all office operations.
  • File and maintain office records so that they are easily retrievable.
  • File and maintain board documents.
  • Maintain sufficient office supplies.
  • Run errands when necessary, including Staples or Office Depot, Post Office.
  • Perform printing and copying needs including publication materials, flyers, and day-to-day copying in the office.
  • Manage office equipment, maintenance and service contracts and systems.

COMMUNICATIONS

  • Administer office phone, email, and mail by responding in a timely manner or directing correspondence to appropriate staff member.
  • Produce contribution and grant receipt letters.
  • Proof/edit grant proposals, reports, letters.

OTHER DUTIES

  • Assist with special events when needed.
  • Attend weekly staff meeting.
  • Attend board meetings (6 per year).
  • Stay informed of RMFI programs.
  • Assist in improving RMFI’s internal framework by looking for ways to improve efficiencies, expand and deepen the reach of our mission, and continue to adhere to best practices.
  • Maintain a clean office environment (in partnership with all staff).
  • Other duties as assigned.

QUALIFICATIONS

  • Minimum of a BA, ideally focused on finance, business administration, or related degree.
  • At least 3 to 5 years of overall professional experience, ideally in nonprofit. finance/administration/operations.
  • Demonstrated experience related to office and business management.
  • The ideal candidate has experience of final responsibility for the quality and content of all financial data, report and audit coordination for an organization or business, and has preferably overseen a human resources function previously.
  • Ability to translate financial concepts to – and to effectively collaborate with – colleagues who may not necessarily have finance backgrounds, and for the purposes of project and organizational planning.
  • A track record in grants management.
  • Extreme attention to detail.
  • Knowledge of and experience with accounting, reporting, and spreadsheet software including Quick Books, Account Edge, Microsoft Excel, Google Sheets/Docs, or other related software.
  • A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making.
  • Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
  • A multitasker with the ability to wear many hats in a fast-paced environment.
  • Personal qualities of integrity, credibility, and dedication to RMFI’s mission.

A competitive compensation and benefits package is available.

TO APPLY:

To apply for this position, please send your resume, cover letter, and salary requirements as one PDF document with subject line: RMFI Business Manager Application to jennifer@rmfi.org. No phone calls please.

Applications will be accepted on a rolling basis. Interviews of well-qualified applicants are anticipated to begin in mid to late January 2019. Ideal start date is March 1, 2019.

All applications are to be submitted via email. To learn more about RMFI, please visit www.RMFI.org.

To apply for this job email your details to jennifer@rmfi.org

About Rocky Mountain Field Institute

The Rocky Mountain Field Institute (RMFI) is a nonprofit environmental stewardship organization working to protect and conserve public lands in Southern Colorado through volunteer-based trail and restoration projects, environmental education, and restoration research.

The Rocky Mountain Field Institute is committed to a policy of equal treatment and opportunity in every aspect of its relations with staff members and prospective employees, and will not discriminate against applicants for employment because of race, creed, color, national origin, age, disability, marital status, sex, or sexual orientation.