POSITION SUMMARY
The Finance and Administration Director plays a vital role in supporting CAE’s mission by ensuring strong financial stewardship and effective administrative operations. This position oversees budgeting, accounting, payroll, benefits administration, and insurance policies while maintaining accuracy, transparency, and compliance across all financial activities. As a member of the CAE leadership team, the Finance and Administration Director works closely with staff in developing systems and processes, aligned with CAE’s mission and values as it relates to finance and administrative operations. 

JOB DETAILS 
Position: Finance and Administration Director
Reports to: Executive Director
Schedule: Full time, 40 hours a week M-F, Hybrid position on site at least 1 day a week
Compensation: $84,000 to $90,000 a year, based on experience, exempt
Benefits:  Paid Time Off, SIMPLE IRA, Health insurance, Health savings account, Employer-paid short-term disability and life insurance, phone stipend, professional development compensation

MINIMUM QUALIFICATIONS (or equivalent combination of education and experience)

• Bachelor’s degree, or equivalent level of experience, in finance, accounting, business administration, or related field.
• At least 5 years of nonprofit finance/accounting experience, preferably in organizations with budgets over $2 million.
• Demonstrated knowledge of GAAP (Generally Accepted Accounting Principles) and public sector compliance requirements.
• Advanced skills using accounting software (QuickBooks) and spreadsheets (Excel or Google Sheets).
• Proven ability in grant compliance/financial reporting for federal, state, and foundation grants.
• Experience preparing and leading annual audits and managing payroll/benefit administration.
• Strong proficiency in developing annual operating and capital budgets and generating financial forecasts.
• At least 3 years’ supervisory experience with finance or accounting staff.
• High ethical standards; ability to handle confidential and sensitive information appropriately.
• Excellent communication skills, including preparing board finance/investment reports and working with diverse teams.

ESSENTIAL FUNCTIONS:
Financial Management, Accounting, and Internal Controls (45%)

• Oversee all financial and accounting operations, ensuring accurate maintenance of accounting systems, compliance with fiscal policies, and strong internal controls.
• Develop, implement, and maintain financial policies and procedures (e.g., Financial Management Handbook, procurement policy, purchase order system, contracting, etc.).
• Direct and perform key accounting activities including tax reporting and payments, grant expenditure tracking, cash flow management, bank reconciliations, and asset capitalization/depreciation.
• Supervise the staff bookkeeper and oversee payroll processing, benefits administration, payables, and receivables.
• Ensure legal and regulatory compliance with federal, state, and local accounting and reporting requirements, recommending corrective actions as needed.
• Manage month-end and year-end close, tax filings (W-2s, 1099s), and audit preparation and follow-up. Coordinate external audit and financial service providers, including banking, loans, investments, and insurance.
• Maintain organized, confidential personnel and financial records in compliance with internal and legal requirements.
   

Financial Planning, Budgeting, and Reporting (35%)

• Lead the annual organizational budgeting process, working with management to prepare the operating budget and multi-year financial forecasts.
• Monitor budget adherence, analyze variances, and provide regular updates to the Executive Director and Board of Directors.
• Prepare reports and presentations for the Finance Committee and Board of Directors.
• Support development and fundraising through timely preparation of financial data, grant budgets, and financial reports for funders (federal, state, and philanthropic).
• Provide program managers with financial performance reports, conduct regular budget review meetings, and train staff in financial management and budget monitoring.
• Develop and manage integrated, efficient, and scalable financial systems to support organizational growth, decentralization of approvals, and enhanced collaboration between finance, development, and program teams.

Administration Operations and Benefits Administration (20%)

• Manage the overall Administration Budget for all of CAE.
• Oversee and administer employee benefits programs including health insurance, short term disability, Simple IRA , and other employee benefits.
• Ensure compliance with relevant laws and reporting requirements for benefits and employment.
• Support the Administration Operations Manager in maintaining accurate, confidential personnel files and records, and assist with audits or external reporting related to benefits, workman’s compensation and employment.
• Collaborate with the Human Advocacy Director and Executive Director on compensation analysis, benefit renewals, and employee communications related to benefits.
• Collaboratively manage and obtain CAE insurance policies including annual insurance for general liability, facilities, workers compensation, equipment coverage, and food loss. 
• Manage contracts with outside IT consultants and support the Administrative Operations Manager in implementing IT systems, other organization-wide initiatives supporting operations.
• Be an active member of the CAE leadership team and other working committees as needed.

Additional Responsibilities:

• Collaborate with other organizational managers to address systemic operational issues, support org-wide operational initiatives, and make operational decisions on behalf of CAE.
• Collaborate to develop processes for statistical data capture within financial systems where possible to support organizational metrics development.
• Support program staff in the development of program-specific spreadsheets or reporting tools as needed.
• Partner with other organizational managers to address operational challenges and improve cross-departmental coordination.

Physical Demands/lifting requirements:

• Ability to sit or stand for long periods at a computer with breaks
• Repetitive movement with keyboard and mouse

Mental demands: 

• High organizational capacity
• Ability to think critically
• Ability to make timely decisions in the context of a workflow
• Ability to communicate well verbally and in writing
• Prioritize a learning mindset and creative approaches to problem-solving
• Ability to learn new tasks, remember processes, maintain focus, and complete tasks independently