Title: Director of Finance & Administration
Reports to: Chief Executive Officer
Location: Portland, OR
Salary: $80,000-$90,000 per year. Based on experience.
Benefits: Pittock Mansion Society offers an excellent benefit package including 100% employer paid employee medical, vision and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program.
To Apply: Please submit your resume and cover letter to firstname.lastname@example.org. Please include “Director of Finance & Administration” in the subject line.
Application Deadline: Open until filled
Qualified candidate must complete background check prior to hiring
ABOUT PITTOCK MANSION:
Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Park and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge and the Garage with beautiful gardens adjacent to the Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. The organization is at an exciting juncture of strategic growth and reimagining.
ABOUT THE ROLE:
The new leader will report to the Chief Executive Officer and, as a member of the leadership team, have a unique opportunity to be a strategic thought-partner working collaboratively with the other colleagues such as the directors of the departments of Development & Membership; Facilities and Operations; Interpretation and Community Engagement; and Communications, Marketing and Events.
The successful candidate will be a collaborative, detail-oriented and nimble manager, a critical thinker and problem solver directly responsible for the following areas: finance and accounting, including budgeting and forecasting; investment management; e-commerce and financial reporting; human resources; and cross-cutting administration, including IT, vendor relations, contracts and agreements and systems improvement. The director supervises an Accounting/Administrative Specialist.
Essential duties and responsibilities include but are not limited to:
Participate as a member of the senior staff team and provide regular communication and information to the Chief Executive Officer and senior team related to programs, contracts, policy and strategy, and successes and challenges as they relate to the financial position of the organization. Provide financial mentorship to non-finance members of the senior staff team.
Establish and implement policies and procedures for all financial management functions, ensuring appropriate controls, and compliance with generally accepted accounting practices (GAAP).
Manage cash flow; and oversee investment and endowment accounts in collaboration with our financial partners and the Chief Executive Officer.
Serve as organizational liaison and maintain relationships with bank, credit card and merchant providers.
Supervise the Accounting and Administrative Specialist who handles day-to-day financial procedures and provides general administrative, IT, and executive support.
Manage all regularly occurring financial/accounting transactions: accounts payable, cash receipts, and bank deposits.
Manage monthly reconciliations, including revenue reconciliations with the Development Department, bank reconciliations and periodic general ledger and journal entries.
Manage payroll and employee reimbursements.
Acts as the Comptroller of year-end museum store inventory.
Budgeting and Reporting:
Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements.
Maintain systems to provide critical financial and operational information to the Chief Executive Officer and senior staff and as requested to the Finance Committee, and Board of Directors.
Ensure successful completion of annual audits (when required), Form 990 and other IRS filings, and all other mandated financial reports.
Serve as the liaison to the Finance Committee with the Chief Executive Officer, and supports coordination of, and participation in, Finance Committee meetings.
Lead annual budgeting and planning process, in coordination with Chief Executive Officer and senior staff.
Track and report on grant and contract expenses and related details, as required.
Work with the Development team to provide budgets, financial statements, and other information in support of Pittock Mansion Society’s fundraising goals.
Responsible for the overall administration, coordination, and evaluation of the human resources function, including working with direct supervisors for recruitment and new employee orientation; updating employee handbook; employee relations; benefits; compensation; training/development programs; and compliance with all federal, state, and local employment laws.
Work with Chief Executive Officer and senior staff to develop, recommend, and implement personnel policies and procedures to achieve continual improvements to the effectiveness of the department and services.
Ensure diversity, equity, access, and inclusion (DEAI) inform and guide the recruitment and retention efforts of the organization.
Ensure volunteer hours including for board and committee members are recorded and reported annually.
Manage employee benefits administration, manage relationships with benefit brokers, coordinate annual open enrollment, and address employee benefits questions; propose additional benefit options pertinent to the organization’s workforce, in collaboration with the Chief Executive Officer.
Develop and maintain a business calendar that includes all relevant deadlines, timelines and checklists for action to ensure seamless business continuation of all contracts, leases, services etc.; and coordinate timely action with appropriate staff.
Accountable for the effectiveness of administrative procedures and systems including office equipment, phone system, and security system.
Analyze current systems, vendor performance against current and future needs of the organization to develop improvements and changes.
Oversee staff and outside consultant responsible for IT; work with them to plan and direct IT operations and ensure they are managed effectively and proactively.
Oversee risk management of the organization and maintain and review all insurance policies, leases, and other contracts.
Contribute to the development of Pittock Mansion’s strategic goals and objectives as well as the overall management of the organization.
Lead special projects as assigned by the Chief Executive Officer.
Adapt to changing responsibilities or procedures as deemed appropriate by the Chief Executive Officer to evolve the Finance/HR/Administration department as the organization grows.
Qualification and Education Requirements:
A bachelor’s degree in Accounting or Finance. CPA preferred.
A minimum of five years financial/accounting supervisory experience, preferably in a non-profit organization(s). Experience from a cultural organization a plus.
Proficiency in accounting software, i.e., QuickBooks.
Two to four years’ experience in Human Resource policies and procedures, including benefits administration and employee relations management.
Exceptional analytical and organizational skills in an evolving environment.
Demonstrated success managing and motivating staff, fostering a positive work environment, and modeling best practices.
Demonstrate a teamwork approach to understanding interdepartmental connectedness and foster a collaborative work environment with colleagues.
Consistent ability to take ideas from vision to implementation.
Be open to new ways of doing things and adopting and adapting to iterative processes.
Physical Activities/ Other Conditions
Ability to work in shared/open space office environment.
Workstations may not be in a climate-controlled environment.
Wearing of personal protective equipment (e.g., face covering, gloves) may be required.
Light to medium work that includes moving objects up to 30 pounds
Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination practices.
At Pittock Mansion Society we take the health and welfare of all our staff very seriously. For this reason, Pittock Mansion Society’s policy requires all new hires to be fully vaccinated against COVID-19 as of their start date. This requirement is a condition of employment. You will have an opportunity to request a reasonable accommodation if you are unable to receive the vaccine due to a disability, serious medical condition, or your sincerely held religious beliefs.