Administrator for Operations and Finance

Job Description

The ADMINISTRATOR FOR OPERATIONS AND FINANCE is a part-time position responsible for the daily operational, administrative, and bookkeeping functions pertinent to ordinary administration and fund-raising functions.

Financial Planning and Budgets
• manage the transition of financial operations from our external accounting firm back into FFHL;
• oversee the annual operating budget process in collaboration with the President and operational staff;
• maintain the budget within the accounting package (QuickBooks) providing budget reports as needed;
• coordinate preparation of all disbursement project / program budgets;
• support budget requests for grant applications made by FFHL.

Accounting
• implement effective internal accounting controls for the accuracy of financial transactions and record keeping;
• maintain up-to-date policies and procedures, and ensure accounting records are in accordance with GAAP, non-profit accounting principles and standards;
• record and monitor accounts payable, pledge transactions, accounts receivable, donor contributions, cash receipts, bank and investment reconciliations, and payroll activities;
• prepare checks and bank wire transfers for proper authorization and disbursement;
• prepare bank deposits;
• manage invoice and contract payments, and recording of transactions;
• develop accurate revenue forecasts and analysis of event revenues and expenses.
• assist with quarterly closing procedures for timely production of financial reports;
• maintain the chart of accounts on multiple platforms (accounting system, payroll, credit cards);
• coordinate with the external accounting firm for financial statements, closing schedules, and management narrative.

Reports
• prepare QuickBooks reports as needed / as requested;
• prepare periodic Jerusalem scholarship account report;
• coordinate preparation of timely donor reports with donor relations team (contracted services);
• maintain financial, administrative and documentation archives in a cloud based system.

Audit and 990
• support the annual audit process and preparation of Federal Form 990 under the direction of the CPA.

Donor Management
• record contribution receipts into the accounting program;
• reconcile credit card donor receipts between bank statement, accounting program and fund raising program;
• collaborate with the donor relations team (US based contracted service) for the timely management of contributions, appropriate classification of donor restrictions, and providing timely updates;
• manage charity accreditations - GuideStar and Charity Navigator;
• provide accounting for FFHL legacy programs.

Grant Writing Program
• support grant writing personnel;
• manage all financial, program, and grant accounting and reporting functions;
• provide grant application budgets requested by funders;
• track reporting on the use of grant and other funding resources, both internally and externally.

Grant Disbursements
• partner with Custodial Treasurer (Jerusalem) and Scholarship Program Administrator (Jerusalem) to ensure timely and rigorous management of project budgets, providing timely updates on spend rates and advising on cost allocation;
• collaborate with the Development team to reconcile financial records, verify donor restrictions, correctly classify and account for disbursed funds.

Investments
• provide timely accounting for general unrestricted, restricted and endowed funds and ensure compliance with donor stipulations and investment policy.

About the Employer

FFHL is a US based 501(c)3 with a small office in Washington DC which supports the mission of the Franciscan Friars of the Custody of the Holy Land to safeguard the Christian presence in the Holy Land (website: ffhl.org).

FFHL provides financial resources for

• educational, social and housing programs to support Christians in the Holy Land,
• critical support for people in the Holy Land effected by crisis and conflict,
• the maintenance of Christian Shrines for the spiritual formation of pilgrims,
• and the life and work of the friars of the Custody of the Holy Land.

FFHL raises awareness to the challenges of Christians and the Christian presence in the Holy Land through education and communication in the United States.