Finance & Office Manager

Description

The Finance & Office Manager leads financial and administrative functions for the Virginia Victim Assistance Network (VVAN).  The position is responsible for: day-to-day accounting and operations; management and reporting; and planning and budgeting. The position also organizes office operations and provides administrative support as needed.  The Finance & Office Manager reports to the Executive Director and works at VVAN’s new administrative office in Henrico, VA.

Employment with VVAN is a unique and exciting opportunity to make a substantial positive difference in an organization that is increasing its capacity to serve victims of crime across the Commonwealth.  Originally an all-volunteer organization for 35 years, VVAN recently hired its first four staff positions, and new programs are under development.

Basic systems and protocols are in place.  VVAN now seeks a highly organized, capable, energetic, and personable colleague who will help further advance the organization to ensure efficient and effective financial systems and organizational processes.

Job Duties

Duties and Responsibilities:

Finance (85% of time)

Day-to-Day accounting and operations

• Develops and maintains VVAN’s Chart of Accounts and general ledger
• Enters information into VVAN’s accounting system and ensures integrity of data
• Manages all cash receipts
• Maintains membership records and invoices for renewals
• Manages employee payroll and benefits
• Processes invoices and prepares checks for signature
• Makes bank deposits
• Maintains and files all financial information
• Oversees VVAN’s petty cash fund

Management and reporting

• Manages financial reporting for grants
• Conducts cash flow analysis
• Prepares monthly, quarterly and year-end financial reports
• Coordinates audit and audit-related activities
• Maintains internal controls and safeguards
• Keeps the Executive Director and Board informed of the organization’s financial position in a timely manner

Planning and budgeting

• Assists with preparation of grant budgets
• Works with the Executive Director and Board to prepare the organization’s annual budget
• Ensures that the Executive Director and Board have access to accurate and timely income and expense data and projections for both the overall organization and for specific programs and initiatives

Office Management (15% of time)

Operations and Administrative Support

• Oversees logistical VVAN office needs including the maintenance of the master inventory of fixed assets, office supply inventory, filing systems, office repairs, and equipment repairs or upgrades
• Helps develop and track forms and processes for smooth office operations
• Opens, sorts and distributes incoming mail and processes outgoing mail
• Supports the Executive Director in scheduling and preparing for Board and committee meetings
• Provides administrative support to program staff for training and conference activities

Skills Required

• A minimum Associate’s degree in a finance related subject and/or a minimum of three years of similar work experience
• Technologically savvy with computer literacy skills in Quick Books, Excel, Word, and other database applications
• Knowledge of standard office practices, procedures, equipment, and clerical techniques
• Excellent analytical, written, and oral communication skills with attention to detail
• Strong interpersonal skills with the demonstrated ability to establish and maintain effective working relationships
• Ability to meet deadlines and work independently
• Demonstrated dependability, cooperation, initiative and judgment skills
• Commitment to quality and accuracy
• Capacity to shift and change activities in response to changing organizational priorities
• Strong organizational and planning skills
• Experience in a non-profit environment a plus
• Desire to support the mission of VVAN

Work Schedule

This is a part-time position (20 hours per week) and offers a congenial office environment with flexibility to establish a work schedule within the parameters of regular business hours.   The position also includes flexibility for unpaid vacation and other leave.

Additional Info

How to apply:  Please email a cover letter and resume to cristi.lawton@vanetwork.org with the subject line “VVAN Finance & Office Manager.”   Only applicants under consideration will be contacted.  The position will remain open until filled.