Are you a detail-oriented person who likes working with numbers? Would you like to join a collaborative team that is committed to advancing the vitality of Indianapolis and the well-being of its people? The Richard M. Fairbanks Foundation is dedicated to addressing the city’s most significant challenges and opportunities across three focus areas: Education, Health and the Vitality of Indianapolis.
Position Overview
The Financial and Administrative Manager is responsible for ensuring the accuracy, timeliness, and completeness of the Foundation’s financial and investment records, financial and compliance reporting, and vendor and grant payments; administering HR and payroll processes; and assisting with general office administration.
The Richard M. Fairbanks Foundation is a hybrid work environment and offers a generous benefits package, including competitive paid time off, a fully funded Health Savings Account, and a 401k match. The annual salary for this position is $67,500 to $80,000, depending upon prior experience and qualifications.
Apply at the Charitable Advisors site.
Principal Duties and Responsibilities
The Financial and Administrative Manager is responsible for the following:
Financial
- Assist the CFO in developing and maintaining a strong internal control environment and provide recommendations to improve processes and procedures.
- Perform accounting related to investments, including reviewing and reconciling reports from investment managers and custodians, recording investment activity, allocating earnings and expenses, and preparing monthly entries.
- Prepare and submit wiring instructions for all capital calls and investments into funds.
- Track all cash flow activity in money market account including capital calls, distributions, additions, and redemptions from investments.
- Build investment fund records and record all investment activity and monthly account balances in Foundation’s investment management system. Perform tasks related to maintaining the integrity of the database.
- Prepare and submit schedules to the Foundation’s external CPA firm for the annual Form 990-PF and other required tax filings, as well as maintain and track all K-1s.
- Ensure timely reconciliation of all general ledger accounts (including bank accounts, investment accounts, grants expense, and grants payable).
- Assist the CFO in preparing monthly and annual financial statements and associated schedules for the Foundation.
- Assist the CFO in overseeing the Foundation’s operating and grant budget.
- Assist the CFO in completing and submitting required investment documents.
- Maintain all necessary documentation to support balance sheet and income statement account balances and provide any associated schedules for the annual audit.
- Process accounts payable invoices and grant payments, monitor cash balances, and prepare ACH payments or bank-issued checks.
- Prepare journal entries.
- Draft Audit and Investment Committee minutes.
- Maintain digital records related to accounting, tax, and investment transactions.
Payroll and Human Resources
- Communicate bi-monthly payroll changes to the payroll vendor and review each payroll for completeness and accuracy.
- Assist in the oversight of employee benefits program, including coordinating the administration of benefits, maintaining accurate covered persons on the benefit plans, and explaining the Foundation’s benefit plan offerings.
- Assist in the onboarding/offboarding of Foundation employees.
- Assist in maintaining benefit plan program compliance, including submitting required plan reports and making regulatory and benefit plan payments.
- Other duties as assigned.
Administrative
- Assist in the development, implementation and adoption of office policies and procedures, with an eye for continuous improvement.
- Assist with the storage and management of Foundation records in Microsoft SharePoint, including maintaining the storage organizational structure and file naming conventions.
- Manage inventory of office supplies and place orders as necessary.
- Oversee the Foundation’s corporate credit card program, including issuing new cards and ensuring that receipts are provided to support expenses.
- Maintain relationships with Foundation vendors, e.g., building maintenance, office furniture, equipment and supplies, technology/phones, and security.
- Support all other administrative duties in the office.
Reports to: CFO
Qualifications:
- Undergraduate degree in Business, Accounting or Finance
- Minimum of six years directly related Accounting or Finance experience. Requires an in-depth knowledge of general accounting principles, reconciliations, and documentation techniques using a computerized accounting system.
- Experience with computerized accounting systems, including report writers.
- Must have the ability to manage, analyze, and summarize large amounts of data. Strong Excel and Word skills are required.
- Strong oral and written communication skills and excellent attention to detail.
- Strong organizational and project management skills.
- Demonstrated ability to work collaboratively within and across departments.
- Self-starter with the skills to work independently with minimal supervision.
- Ability to accurately manage multiple projects and deadlines simultaneously.
The Foundation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability, or genetics, or any other classification protected by federal, state or local law.