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Northern Clay Center

Business Manager

Location: MN - Twin Cities Metro
Type: Full Time
Category: Financial and accounting
Deadline: July 15, 2020

City: Minneapolis, MN
Salary: $57,000 – $65,000
Website: https://www.northernclaycenter.org/about/apply/employment
Is this a remote / work from home position?: No

Job description

Title: Business Manager
Reports to: Interim Co-Executive Directors
Hours: Full-time, requiring some schedule flexibility. Some evenings and weekends are required in conjunction with special events.
Direct Reports: Accountant

This is a permanent, salaried, exempt position, responsible for the management of Northern Clay Center’s business affairs. Major areas of responsibility include oversight of the financial and physical assets of the organization; budget development support; accounts payable; office management; human resources administration, including new employee training and orientation. The Business Manager directly oversees the part-time accountant. Other staff maintain a dotted line reporting relationship with respect to personnel and scheduling matters, and building-related contracts. Note: this position is a senior staff position, meaning it contributes to the overall organizational objectives and events/programming schedule.

FINANCIAL MANAGEMENT

Budget (3 hours/week)

– Assist the Education, Exhibition & Studio program managers to develop their budgets;
– Prepare projected year-end financials in September to aid in subsequent year’s budgeting;
– Prepare budgets for most allocated expenses as requested by the Interim Co-Executive Directors;
– In July prepare mid-course budget review and revision as necessary, in consultation with Interim Co-Executive Directors;
– Track gas and electric usage and expense.

Financial Statements & Committee Support (8 hours/week)

– Perform month-end journal entries and ensure that all monthly tasks have been completed before preparation of financial statements;
– Prepare financial statements for review by the Interim Co-Executive Directors and Board & Finance Committee;
– Prepare, update cash flow projections, including use of designated and reserve funds; track use of restricted cash & assets; compare actual to projections;
– Adjust for the timing of multi-year grants (FASB adj);
– Schedule, attend and take minutes at Finance Committee meetings; remind Finance Committee members of meetings; distribute minutes and information to all members;
– Report to the Finance Committee on financial status of organization, report to the Board in absence of the treasurer or other committee member;
– Prepare bank reconciliations for the Center’s accounts, bank deposits.

ACCOUNTING

Accounts Payable (7 hours/week)

– Prepare weekly check run and code expenses per budget. Ensure that all check requests/invoices are processed in a timely manner and distributed or mailed;
– Reconcile petty cash fund and prepare monthly summary of activity. Replenish petty cash fund as needed;
– Prepare and mail artist commission checks by the 15th of each month (for previous month’s sales);
– Ensure that completed W-9 forms are on file for independent contractors, gallery, exhibition, and APF artists. Generate 1099 forms (due by January 31) and file 1096 form.
– Arrange for double signature for checks over $2,000.

Accounts Receivable (5 hours/week)

– Track Accounts Receivable; provide accountant license schedule for artist billing;
– Follow-up with Education Coordinator, Exhibition Director, and Sales Gallery Manager for miscellaneous invoices distributed during the month. Monitor payments through deposits and record against appropriate A/R account;
– Track studio artist security deposits and update schedule on monthly basis
– Process payment as authorized by studio artists and MN NICE participants.

Audit & Tax Returns (7 hours/week)

– Meet with the auditors, Interim Co-Executive Directors and Accountant to plan for the annual audit;
– Prepare bank, grant & loan confirmations as requested by auditors;
– Prepare schedules as request by the auditors;
– Pull general ledger samples as requested;
– Complete internal control questionnaire; provide auditors with representation and minute letters;
– Provide auditors with a copy of committee and board minutes, and budget.
– Prepare for audit review, review audit and all tax documents for accuracy.

Other (3 hours/week)

– Prepare and submit monthly sales tax filings;
– Track the Center’s investments;
– Assist in management of financial and grant contracts;
– Arrange for new signature cards when officers change;
– Answer questions concerning the purchase of supplies and equipment;
– Supervise Accountant;
– Other tasks as requested: e.g., manage RFP processes for medical insurance and new banking relationships, develop disaster insurance plan

Personnel Management and Development (4 hours/week)

The Business Manager is responsible for the following tasks:
– Administer, and adapt as needed, personnel policies and procedures to provide for the legal, equitable, and smooth functioning of the organization;
– Administer payroll process, including review of employee timesheets, and transmit pay information to payroll service. Set up spreadsheet to allocate payroll expenses per budget. Review management reports to verify accuracy;
– Administer 403(3) retirement plan and calculate monthly contributions, manage annual reporting and compliance matters;
– Calculate 403(b) retirement journal entry based on payroll;
– Administer benefit allowance program;
– Provide new employee orientation and training (personnel policies and procedures, employee benefits, payroll, budget and job orientation, and office procedures);

Pottery Festival (3 hours/week) week of event = 40; track APF expenses (allocated & direct) throughout the year until annual records closed

– Ensure the check-out area is ready and will run smoothly during the event;
– With Sales Gallery and Special Events Coordinator, ensure that adequate training and coverage is scheduled (wrappers, register, and bar);
– Provide sufficient petty cash;
– Make deposits for the event;
– Review and process artist commission checks,

Facilities (1 hours/week)

– With Deputy Director and Director of Learning & Artist Services, oversee building
maintenance staff to ensure that daily functions are carried out; coordinate with other
staff to ensure that janitorial duties are completed for upcoming events;
– Work with Studio Manager to review and select bids and vendors for building work.

Other tasks as assigned.

SALARY & BENEFITS

This is a permanent, full-time salaried exempt position. Salary is commensurate with experience, and qualifications, performance, and NCC budget. Benefits include vacation and safe/sick time, and a benefits allowance, along with a 403(b).

Qualifications or requirements

Applicants should have a strong knowledge and experience with the financial management of a nonprofit organization. Applicants must have a Bachelor’s degree in business administration, business management, finance, or a related field with experience in human resource management. A minimum of three-years of management and administrative experience are required, as are excellent written and oral communication skills. Proficiency with Windows-based programs (Microsoft Office & QuickBooks) is required; proficiency with online sales, and point of sales software is preferred. Applicants must have demonstrated excellent people, time management, organization, and customer service skills. Applicants should be able to lift and move up to 50 pounds on an occasional basis. This position requires
a flexible schedule.

Northern Clay Center is an equal opportunity employer.

How to apply

Interested applicants should send the following materials to Kyle Rudy-Kohlhepp, Interim CoExecutive Director, at kylerudyk@northernclaycenter.org; or by mail at 2424 Franklin Avenue East / Minneapolis, MN 55406:

– Cover letter describing your qualifications and interest in the position
– Resume (4-page max)
– Names and contact information for three professional references

Notes:
– If emailing application, send all materials as a single PDF
– Applications due by Wednesday, July 15, by 5pm CDT.