Director Of Finance And Administration

Job description

Company Summary: The Women's Transportation Seminar International (WTSI) is an international organization dedicated to the professional advancement of women in transportation. WTSI attracts, sustains, connects, and advances women's careers to strengthen the transportation industry. WTSI offers its over 8,500 members, including women and men, access to high-caliber professional development, networking opportunities, mentoring programs, and unparalleled access to industry and government leaders. WTSI is helping women find opportunity and recognition in the transportation industry.

Position Summary: The Director, Finance and Administration will be a strategic thought-partner, and report to the Executive Director. The Director will support the following areas: finance, business planning and budgeting, administration, and IT. The Director will produce monthly financial reports for WTS International [(c)6] and WTS Foundation [(c)3], manage annual budgeting process, support over 65 volunteer Chapter Treasurers, and manage office administration. In coordination with the Executive Director produce reports and report out to the Board of Directors. This position will manage the annual audit process in coordination with the Audit Committee.

Essential Duties and Responsibilities:

Financial Management:

• Production of accurate, GAAP-conforming financial statements on the 15th of every month and as needed for WTS International and WTS Foundation
• Analyze and present financial reports in an accurate and timely manner
• Manage organizational cash flow and forecasting
• Implementation and evaluation of internal controls and best practices
• Coordinate and lead the annual audit process, liaise with external auditors and the finance committee of the board of directors
• Interaction and communication with external financial auditors
• Processing of Accounts Payable and Accounts Receivable for WTS and WTS Foundation including preparation of checks and review of supporting documents. This includes processing and disbursement of rebate checks and scholarship checks as needed.
• Cash receipts entry in Quickbooks software including reconciliation of credit card information between Association Management System and Quickbooks
• Preparation of all required journal entries, including recording payroll expenses, functional allocations, accrued vacation adjustments, interest income, depreciation, expensing of prepaid items, recognizing deferred revenue, expense accruals, etc.
• Assist in process development and implementation of event and sponsorship invoicing
• Manage and track outstanding accounts receivable
• Completion of bank reconciliations for all bank accounts and recording of necessary month-end closing journal entries
• Oversee and lead annual budgeting and planning process in conjunction with the Executive Director
• Administer and review all financial plans and budgets, monitor progress and changes, and keep senior leadership team abreast of the organization's financial status
• Preparation for the annual financial audit and 990
• Preparation and distribution of Federal Forms 1096 and 1099 as necessary
• In coordination with Membership & Chapter Relations department, manage accounting features of association management system
• Manage Chapter access and ability to process event registrations in association management system, including management of Chapter Paya accounts
• In coordination with Membership & Chapter Relations Department, process quarterly chapter rebates
• Lead Chapter Treasurer Calls providing best practices and training to volunteer Chapter Treasurers
• Update and implement all necessary business policies and accounting practices, continuously improving the organization's policy and procedure manual
• Provide projections and budget impact reports for membership dues structures and projections

Administration and IT:

• Oversee administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales.
• Manage relationship with third party IT vendor to ensure appropriate security
• Manage staff IT issues and be point of contact with IT vendor
• Manage office operations with assistance from Office Coordinator including supply fulfillment
• Manage relationship with office operations vendors including shipping and copying

Qualifications: The ideal candidate will possess a Bachelors degree, ideally with an MBA/ CPA or related degree. At least 5-7 years of overall professional experience, ideally six-plus years of broad financial and operations management experience. The ideal candidate has experience of final responsibility for the quality and content of all financial data, reporting, and audit coordination for either a division or significant program area. The ideal candidate is technologically savvy with experience selecting and overseeing software installations and managing relationship with software vendors. Knowledge of accounting and reporting software required. Knowledge of QuickBooks preferred. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.