Director of Finance & Administration

Philadelphia, PA, United States

FIRST PERSON ARTS DIRECTOR OF FINANCE & ADMINISTRATION

REPORTS TO: EXECUTIVE DIRECTOR

STARTING DATE: SEPTEMBER 1, 2024

(Note: There is an opportunity for the candidate to provide 1099 services to the organization Summer 2024)

Founded in 2000, First Person Arts, Inc. (FPA) is a Philadelphia-based not-for-profit 501 ( C ) 3 organization incorporated in 2000. Our core belief is, “… everyone has a story to tell, and that sharing our stories connects us with each other and the world.” The mission of FPA is to transform the drama of real life into memoir and documentary art to foster appreciation for our unique and shared experiences. FPA CULTIVATES true, personal stories through three principal programs: Monthly StorySlams; The Annual First Person Arts Festival; and, Year-Round Applied Storytelling Workshops and Events. FPA ARCHIVES stories in-house digitally and online via our YouTube Channel as a source of content and to document our social and cultural history. FPA SHARES stories annually through digital media products, including: Commonspace – a monthly radio hour and podcasts on NPR-Affiliate, WHYY, The FPA YouTube Channel and, The FPA podcast.

POSITION OVERVIEW

FPA is seeking a Director of Finance to strategically oversee and manage financial operations, including financial record-keeping, budgeting, and forecasting. You will report to FPAs’ Executive Director and work closely with board treasurer and team members to revise and create new financial policies and procedures, apply for and report on grants, budget for FPAs’ growth and track progress, and carry out other finance tasks as needed. In addition, you will help to plan and guide a long term strategic financial plan for the organization.

As FPAs’ work rapidly gains prominence, the Director of Finance has the opportunity to steward the organization’s growth into its next phase.

We are a small team, with an adaptive organizational structure. Position descriptions are therefore approximate, not inclusive of all possible job duties, and dynamic: applicants should be comfortable and excited to try new things, learn, and pitch in to support colleagues as needed. We are looking for a motivated and self-starter who can work both independently and as a collaborative team member dedicated to promoting FPAs’ mission and committed to FPAs values: diversity, inclusivity and empowerment. nimbleness, innovation and empathy.

Key Responsibilities:

You will work closely with all team members including FPAs’ Executive Director and board of directors to track, manage and guide financial well-being for the organization. Responsibilities include:

Develop and execute financial processes and a comprehensive financial plan sufficient to support FPAs' mission and strategic plan

Manage audits, cash flow forecasts, grant budgets and financial projections that lean into the financial strategy to support our goals

Supervise bookkeeping contractor’s entry of data in Quickbooks

Oversee payroll contractor’s operation and reporting

Responsible for all financial management including all financial data tracking and recordkeeping

Prepare quarterly reports for the board about FPAs' finances

Provide CPA with all documents and a finalized version of Quickbooks for annual audit

Create, implement, and improve financial policies and procedures

Draft FPAs' budget, in a participatory process, for board approval

Forecast future expenses and fundraising needs, and assist in developing strategies to meet them

Create financial summary for annual report

Plan and facilitate regular finance team meetings

Enter payroll, file annual 1099 tax forms and donor tax receipts

Administer current employee benefits, and plan and implement new ones

Participate in recruiting, hiring, and onboarding, especially payroll forms

Work with other team members to identify funding needs and opportunities and track project budgets

Work with development team to prepare budgets for grant applications, and monitor grants received

Ensure that grant funding is applied properly, track grant expenditures, and monitor compliance with grant requirements

Report to funders on grant expenses

Oversee subcontractor payments and contracts

IT

HR

At least 2 years of experience in financial management, preferably in nonprofit organizations

Knowledge of, and experience with, generally accepted accounting principles (GAAP)

Ability to communicate financial data to people with different levels of financial knowledge

Ability to wisely choose opportunities, and prudently guide a growing organization

Ability to work both independently and collaboratively in a dynamic, fast-paced environment

Open-minded and self-driven

Experience with Quickbooks Online is a plus

Experience with government grants and audit requirements is a plus

Experience with fundraising and development is a plus

Excitement for FPAs' mission a must

Location: FPA is presently a hybrid work environment. Weekly in-person team days at our Philadelphia office are required and additional in-person work throughout the week is expected. This is a full-time position, between 30-40 hours per week.

Benefits : FPA offers 100% health insurance, two weeks of paid leave plus the week between Christmas and New Year’s, 9 paid holidays, two personal days, and 5 days of sick leave. Employee scheduling needs can generally be accommodated in our highly flexible work environment. We strive to create opportunities for professional development and growth for everyone on the team.

To apply: Please provide a thoughtful cover letter and resume to [email protected] Applications will be considered on a rolling basis until the position is filled.

ADMINISTRATION

General staff administration and company HR support.

Responsible for maintaining an efficient working office environment including management of office accommodations, equipment and supplies, office health & safety plus IT and online support.

Provide front line response to general office enquiries from the public and provide administrative advice and support to the wider staff as appropriate.

Prepare all board meeting materials and maintain board meeting minutes and materials.

Communicate with all board members as directed by ED.

Serve as a staff member of the FPA Board Finance Committee.

First Person Arts is an Equal Opportunity Employer. We are committed to diversity, equity and inclusion.

Greater Philadelphia Cultural Alliance

The Philadelphia Building

1315 Walnut Street, Suite 732

Philadelphia, PA 19107

email: [email protected]

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