Finance Manager

Job Description
Job Title: Finance Manager
Department: Administration
Reports to: Executive Director
Job Type: Full Time; Exempt
Organizational Role
The Finance Manager is a key advisor to the Executive Director and is a member of the library's administrative team who works with all levels of management on forecasting, budgeting and financial analysis. Works with library staff to ensure that financial policies and practices are consistent with operational needs and that generally accepted business practices and state procurement laws are followed. Develops and tracks performance metrics to report progress on our mission and vision in addition to expenditures and ensures that processes are in place to reconcile funding and maintaining fiscal controls. The Finance Manager is a financial strategist capable of advancing the interests of the library through financial innovation and problem solving, while balancing the operational responsibilities of fiscal administration, financial reporting and budgeting.
Responsibilities

• Directs the day-to-day operations of the library's finance department to account for financial activity and manages business relationships to support the library and to ensure compliance. Manages the Finance Department staff and ensures that they have the tools and skills to fulfill their responsibilities.
• Develops and manages the annual operating and capital budgets in conjunction with the executive director including income projections, trend analysis, staff, and other data necessary to develop the proposed budgets. Once approved, you prepare reports to forecast short and long term cash requirements and resolve any trends that differ from the approved budget
• Ensures that the library is compliant with State of New Jersey Purchasing and Procurement laws.
• Assists capital project leads with the preparation of public bidding documents. Assists with the development of Request for Bids/Proposals to ensure they are completed in accordance with New Jersey Public Contract Laws and with the preparation and submission of draft contracts for attorney review. Works with the project team to coordinate the public bidding process.
• Assists with the review of quotes, agreements and contracts, reviewing them for payment terms and to confirm they adhere to NJ Public Contract Laws. Obtains Certificates of Insurance if required.
• Plans, organizes and controls disbursements, ensuring the accurate and timely processing of accounts payable, purchase orders, petty cash, employee expense reports, and debit card transactions. Reconciles and prepares year-end vendor 1099 reporting to the State and IRS.
• Monitors the receipt, deposit, and accurate booking of all revenue transactions, ensuring the integrity of funds received and monitoring the timely completion of bank account reconciliations.
• Processes the semi-monthly payroll and related staff withholding reconciliations and prepares monthly reports/payment submissions including pensions, health benefits, FSA and 403b. Reconciles year-end W-2s prior to release.
• Manages and reconciles the library's Fixed Asset Inventory.
• Ensures that appropriate financial and accounting controls and policies are in place and observed. Maintains fiscal records and prepares financial reports in accordance with accounting practices prescribed by the New Jersey Department of Community Affairs, Division of Local Government Services, tax requirements, and standards set by governmental funding agencies and the library's Board of Trustees and auditors.
• Prepares year-end financial statements and schedules and oversees the annual audit process conducted by the library's external auditors.
• Works with and serves as the library's liaison to the financial institutions providing financial services to the library. Serves as the library's liaison to Princeton's Finance Department.
• Works with the Development office and the Friends and Foundation of the Princeton Public Library to track and reconcile financial transactions between the two organizations.
• Establishes and maintains systems and controls which verify the integrity of all systems, process and data to minimize risks.
• Participates in professional organizations, conferences, webinars, workshops, and continuing education opportunities to stay abreast of library, information and technology trends.
• Performs other duties as assigned.

Qualifications

• B.S. in Accounting or Finance and eight years of experience progressively overseeing financial management, accounting, and reporting functions for mid-size preferably not-for-profit and municipal organizations. CPA preferred.
• Advanced knowledge of:
  1. financial public and/or government accounting, financial controls, reporting standards and government regulations governing not-for-profit and municipal organizations;
  2. NJ Public Contract Laws
  3. accounting software systems
• Ability to:
  1. demonstrate superior communication, presentation and organizational skills to effectively disclose the library's financial condition to multiple audiences;
  2. Analyze, monitor, forecast and bring a budget to a satisfactory close at year end; and
  3. Create innovative and strategic financial opportunities (e.g. revenue creation; expense control or saves).

Position Requirements

• New Jersey residency required by the "New Jersey First Act", N.J.S.A. 52:14-7 (L. 2011, Chapter 70). If you do not reside in New Jersey, you have one year after the date you take your employment to relocate your residence to New Jersey. If you do not do so, you are subject to removal from your position.
• Able to work with or without reasonable accommodation in a shared work area, to stand and move around for three or more hours at a time.
• Bilingual Spanish language skills would be helpful.

Library Values

• Learning and teaching
• Equity and inclusion
• Clarity and transparency
• Kindness and an assumption of good faith
• Humility and teamwork
• Creativity and collaboration
• Optimism and accountability

Library Culture

• We exceed our community members' expectations. The exemplary customer service that we provide for our members and guests is what sets us apart from other libraries.
• We value diversity, equity and inclusion. The library is stronger when we bring varied perspectives to the work of serving a growing and increasingly diverse community.
• We innovate. The library's staff, boards and stakeholders are bold and creative. We think about new ways to improve our community every day.
• We educate and enrich. We curate extraordinary collections and research tools, constantly develop our level of expertise and offer classes, lectures and events that complement these resources and services.
• We listen. We want to hear from everyone about how well we are doing in meeting their needs and how we can do better; we analyze evidence and question our assumptions and we commit ourselves fully to making thoughtful changes.
• We collaborate. We are eager to learn and love to lead. We consult with and support colleagues at other libraries and community partners in order to ensure our ability to implement the ideas that best meet our community members' needs.
• We steward. The library is a beautiful, welcoming, versatile building and collection, a world class resource that is owned by our community, funded through public-private partnership and entrusted to the management of a dedicated and talented library staff.