RESPONSIBILITIES: The Finance & HR Manager is responsible for leading financial management including accounting functions, compliance, and benefits administration. Additionally, this role spends a small amount of time supporting human resources coordination. This person is the machine behind timely and accurate accounting for the organization and over 200 farm and food businesses. This role requires a person with acute attention to detail and high level of accuracy, integrity, and the ability to communicate financial information to non-finance professionals.

Main duties include: (1) financial management including reporting, compliance, and internal coordination; (2) accounting, including cash and cash equivalent reconciliation, accounts payable and receivable, and payroll processing; (3) human resources coordination including employee documentation and compliance, onboarding and exit documentation; and (4) training and supervision of part-time, seasonal bookkeeping assistant(s).

FINANCE (25%)

-Document and update all financial policies and procedures, including internal controls.

-Prepare financial reports and review internally and with the board as needed.

-Act as the liaison for annual 990 return and annual review by CPA.

-Prepare financial reports for grant reporting, quarterly board and finance committee meetings.

-Assist Director of Business Operations with developing annual budgets and manage allocations appropriately in QuickBooks.

-Maintain well-organized and up-to-date files for financial reports, pay records, and invoices.

-Work with Program Coordinator to ensure all annual licenses and permits are up to date.

-Create and update forms and tracking spreadsheets as needed.

-Other special finance and accounting projects as needed.

ACCOUNTING (45%)

-Responsible for market box (weekly vendor fees and reporting) counting & reconciliation, training and supervising any staff assisting with these duties.

-Work with Market Managers to ensure all on-site bookkeeping is accurately reported and deposited in a timely manner. Generate reports on total vendor fees and deposits. 

-Maintain written bookkeeping procedures for office and market day operations, including vendor fees and reporting, petty cash, market cash and cash equivalents with assistance from Market Staff.

-Post Accounts Payable: Pay bills in a timely manner, allocate expenses, and reconcile all activity.

-Post Accounts Receivables including all Market activity, entering sales receipts in a timely manner, and allocate revenues.

-Petty cash: Post and verify office and farmers markets petty cash accounts.

-Prepare monthly bank reconciliations for seven accounts.

-Ensure all sources of contributed income and all revenues and expenses are tracked by class.

-Produce monthly reports for food assistance programs such as:  WIC FMNP, Senior FMNP, EBT, Fresh Bucks and Helping Harvest for each market.

PAYROLL, BENEFITS & TAXES (10%)

-Payroll: Prepare payroll, create and post all journal entries. Pay all payroll taxes in a timely manner. 

-Prepare and distribute all year-end payroll and contract labor tax forms.

-Manage and administer all employee benefits including healthcare, medical spending accounts, and 401k plans. Make monthly deposits for 401k and reimburse healthcare spending account.

-Administer employee benefit programs, including answering ongoing benefit-related questions, and new hire enrollments.

-Monitor and pay city taxes and state business taxes on a monthly, quarterly or annual basis.

HUMAN RESOURCES COORDINATION & ADMINISTRATION (less than 20%)

-Updating hiring, onboarding, exit, and benefits paperwork.

-Coordinate and conduct employee onboarding related to organizational policies, payroll, and benefits.

-Update and track employee documentation, including performance management files, I-9s, and changes to payroll.

-Support updates to the Employee Handbook and other policies.

-Ensure compliance with all state and federal employment regulations.

- Benefits (Manage and administer employee benefits, including 401k and health insurance. Review annually to improve and update.)

-5 to 7 years of increasing responsibility of finance or bookkeeping experience.

-3-5 years of human resources support and administration with experience in system building.

-Excellent knowledge of QuickBooks -- Pro 2019 or Non-profit versions, Excel, and Word.  

-Thorough knowledge and integrity with GAAP (accounting principles).

-Demonstrated experience handling A/R, A/P, payroll, bank reconciliations, quarterly reports and creating journal entries.

-Budgeting and cash flow analysis experience a plus.

-Be able to work in a highly interconnected team environment.

-Strong organizational and time management skills, with ability to manage multiple tasks, prioritize urgent needs and meet deadlines.

-Able to work independently as well as with a team. Must be able to exercise discretion, sound judgment, tact, and diplomacy in all communications, due to the exposure to sensitive and confidential information.

-Excellent communication skills, both written & verbal and must have the ability to communicate effectively across all functional levels.