Title of Position: Director of Finance
Reports to: Executive Director/CEO
Supervises: Assistant Director of Finance
Date updated: March 2020
FLSA Status: Exempt Full-Time
The Director of Finance serves as a strategic thought-partner, business planner, and financial leader overseeing AACAP’s Department of Finance, and supports AACAP in financial stewardship, planning and forecasting, and risk management. The Director of Finance oversees the financial administration of the American Academy of Child & Adolescent Psychiatry’s (AACAP’s) 501(c)(3), the American Association of Child & Adolescent Psychiatry’s (AMCAP’s) 501(c)(6), and the AACAP-PAC. Working closely with all departments, this position serves as a member of the senior leadership team, and acts in an advisory capacity to the Treasurer and the Financial Planning Committee.
This position requires expertise in Generally Accepted Accounting Principles (GAAP) and a firm understanding of the financial management of restricted grants. The successful candidate will have experience proactively overseeing organization-wide budgets and effectively managing finance and accounting operations. The individual must be a self- starter with strong communications skills, impeccable integrity, and previous experience managing staff and setting and implementing strategy.
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Oversee day to day operations of Finance Department. Ensure that accounting functions are performed in a professional and confidential manner and in accordance with GAAP standards and AACAP policies. Enforce established internal controls and recommend changes as necessary.
- Manage organizational cash flow and forecasting; oversee all accounts, ledgers, and reporting systems, ensuring compliance with GAAP.
- Prepare, analyze, and present financial reports in an accurate and timely manner to Treasurer, Executive Director, and internal staff. Prepare financial reports as required by Executive Committee and Council, including timely year-end close.
- Advise the Treasurer and Executive Director in developing short, medium, and long-term financial plans and forecasts.
- Work with AACAP Treasurer to monitor and manage cash and investment balances. Coordinate the development and implementation of investment strategy and monitor execution of strategy by outside investment counsel to ensure that AACAP policies are followed and that portfolio objectives are met.
- Continually monitor, develop, and maintain, policies and procedures relative to GAAP, tax, and legal regulations. Perform internal control reviews on a periodic basis. Recommend and implement changes as needed to ensure safeguarding of AACAP assets and accurate financial reporting. Update Finance Department SOPs to ensure all business policies and accounting practices are documented and remain current.
- Oversee the financial administration of and serve as Treasurer for AACAP-PAC, the Political Action Committee, to ensure sound financial management and compliance with applicable federal election laws.
- Oversee the independent audit process, including Uniform Guidance Single Audit. Act as key contact with external audit firm on any issues related to accounting, auditing, taxation, or financial reporting. Provide or coordinate information required for preparation of all required tax filings.
- Lead and manage all aspects of the annual budgeting process to ensure thorough and accurate presentation to the Financial Planning Committee, Executive Committee, and Council, including establishing the timeline, training new employees, taking the lead with the special funds, and guiding budget owners and volunteer leadership through the process.
- Lead monthly/quarterly meetings with budget owners. Monitor and evaluate financial performance with senior staff and update forecasts as necessary. Recommend alternative courses of action based on results.
- Serving as the primary contact, evaluate relationships with banking institutions. Ensure that AACAP funds are available as needed and that excess cash balances are invested to maximize returns while maintaining liquidity. Initiate wire transfers.
- Oversee semi-monthly payroll processing and serve as back-up in the absence of the Assistant Director of Finance. Review semi-monthly payroll journals as part of internal control process. Ensure that changes to the payroll system are properly documented and have appropriate approval, if required.
- Serve as internal grant funding expert. Ensure that project costs for Government Grant programs are accurately allocated and reported. Ensure that financial and reporting requirements of Federal or other outside grants are met on a timely basis.
- Work with Membership Department to ensure integrity of membership database relative to dues billings and other financial activities. Coordinate with Membership on recording dues‑related activity, such as reconciliation and transmittal of dues collected for regional organizations.
- Serve as staff liaison to Financial Planning Committee and Grants Oversights Committee, and as an active member in AACAP’s Retirement Investment Committee.
- Work with tax authorities to apply for and maintain tax exemption status in states where AACAP conducts business.
- Review coverage and premiums for business insurance to ensure appropriateness.
- Work with Directors, Members and Committees to support AACAP’s mission and financial assets.
- Perform other related duties as assigned by the Executive Director.
- Bachelor’s degree in accounting, business, or finance; MBA/CPA preferred.
- Minimum of ten years of progressive accounting experience with a leadership background and five or more years in a non‑profit environment.
- At least five years of management and supervisory experience leading an accounting department.
- Ability to lead, inspire, and encourage team members to develop skills while building a collaborative team environment.
- Expertise working with federal grants and agreements as covered under the Uniform Guidance Single Audit and Federal indirect cost rates.
- Experience managing the finances of a 501(c)(3) and 501(c)(6).
- Proven experience in the implementation of operational best practices, automation and streamlining of accounting functions.
- Outstanding analytic, organization and problem-solving skills for strategic data interpretation versus simple reporting.
- Experience presenting detailed analysis and reporting to non-financial stakeholders, including Executive Committee and Council.
- Excellent interpersonal skills with proven ability to oversee multiple projects, prioritize, negotiate, and work with a variety of internal and external stakeholders.
- Experience in evaluating and negotiating relationships with banking institutions.
- Solid experience in coordinating audit activities and managing reporting, accounts payable and receivable, general ledger, fixed assets, and accounting for investments.
- Strong computer skills. Must have expert proficiency in Excel and other MS Office applications and accounting software.
- Knowledge of Great Plains is preferred. Knowledge of Association Management Systems (AMS) or membership database systems. Familiarity with iMIS is preferred, but not required.
- Hands on experience with ADP Workforce Now, including Time & Attendance.
- Ability to communicate clearly, succinctly, and persuasively, with all levels of staff and members while processing the ability to listen for understanding.