Director of Finance & Admin

Company Details

Ceres Community Project

DEPARTMENT: Admin

REPORTS TO: CEO

LOCATION: Primary work site: Sebastopol HQ; requires occasional travel to all program sites in Sonoma and Marin counties

STATUS: Full Time, Exempt


Position Summary

The Director of Finance and Administration (DFA) creates an organizational vision and leads strategic plans, policies, and programs in all aspects of Finance, Information Technology (IT) and Administration functions for Ceres Community Project. Under the leadership of the CEO and working closely with the Leadership Team and Board of Directors, the DFA designs efficient and effective systems to increase the productivity, efficiency and security of the organization while developing and implementing measurable, cost-effective results to ensure Ceres Community Project continues to meet its mission of healing people, communities and the planet through medically tailored food prepared with love and empowering the next generation.

The ideal candidate will have sound technical and analytical skills, the ability to build and lead teams, and a strong operational focus. In this role, they will develop and direct Finance, Administration and IT strategies, including but not limited to overseeing compliance with all GAAP and internal policies and practices; purchasing and facility management; compliance (including HIPAA) and recognition for government (federal and state) and health care contracts; technology and management information systems to track and accomplish organizational goals and objectives; and security measures to monitor and protect all agency systems. The DFA is a hands-on, entrepreneurial leader who proactively identifies and resolves issues, provides inspiring and energetic leadership and management to the Finance and Administration staff and external consultants, and works with internal and external partners to ensure Ceres builds an efficient, cost-effective, compliant, secure, sustainable, and values-based organization.

The Director of Finance and Administration is a member of the Leadership Team and manages the Accounting Manager. A Bookkeeper also reports up to this role.

Essential Functions and Responsibilities:

FINANCE

  • Leads the Finance team and directs all aspects of accounting operations, overseeing transactions related to general ledger, receivables, payables, payroll and financial reporting; manage weekly/monthly cash flow forecast.
  • Provides oversight of and reporting against grant budgets.
  • Responsible for reconciliation, fiscal compliance and fiscal reporting.
  • Develops and maintains all necessary accounting policies and systems, including general ledger and financial reporting. Ensure that records are maintained in accordance with generally accepted accounting principles.
  • Advises the CEO and other key members of senior management on financial planning budgeting, cash flow, investment priorities, and policy matters.
  • Coordinates, prepares and reviews monthly and annual reports as needed; analyze company’s financial results with respect to surpluses, trends, costs and compliance with budgets. Issues regular status and ad hoc reports to senior management. Works with other team members to understand revenue and cost drivers and define appropriate reports for tracking.
  • Provides strategic guidance around capital financing options to support Ceres’ growth and capacity building needs.
  • Serves as the management liaison to the board and Finance Committee; effectively communicate and present critical financial matters at select board of directors and committee meetings.
  • Coordinates annual audits, tax schedules, returns and information. Manages all tax planning and compliance with all required federal, state, local, payroll, property and other applicable taxes and filings.
  • Develops and coordinates all relationships with lending/financial institutions.

INFORMATION TECHNOLOGY & SECURITY

  • Directs and manages IT plans, schedules, policies and programs for Ceres’ data processing, network communications, business operations, computer services and management information systems.
  • Oversees efforts to maximize internal productivity, services, network security, and the development of mission-critical applications and technology to support Ceres’ ability to achieve both short and long-term strategic goals.
  • Manages all IT and HIPAA compliance contractors.
  • In partnership with external IT provider, oversees the identification, analysis, and implementation of solutions to enhance Ceres’ information systems, including hardware, software, database systems, network infrastructure, and network security; provides recommendations for hardware and software upgrades, as appropriate, to further improve operations and enhance value.
  • Leads the evaluation of purchased IT resources and associated vendors, including negotiating contracts for services, and facilitate the successful implementation of new technologies.
  • Ensures that Ceres maintains comprehensive documentation regarding network users, equipment/machines, system procedures, and policies.
  • Manages development and implementation of HIPAA policies and practices.
  • Ensures the organization maintains appropriate levels of insurance across all areas; negotiates annual insurance renewals; ensure Ceres adheres to all ensure compliance requirements.
  • Ensures the organization is prepared for a broad range of emergency situations; lead the development and continual improvement of the organization’s continuity of operations plan; ensure sites and staff are trained and prepared for emergency situations; with the CEO, lead the internal incident command structure in the event of an emergency situation.

OPERATIONAL & ADMINISTRATIVE MANAGEMENT

  • Develops, implements and manages policies, internal controls, standards and procedures in the areas of purchasing and facility management to meet grant and contract compliance and improve the efficiency and cost-effectiveness of operations.
  • Working with appropriate senior managers, oversees the purchasing of all capital assets, including defining needs, procuring bids, determining financing options, and negotiating contracts.
  • Improves operational efficiency by effectively directing and managing facilities, IT and insurance services; establishing purchasing policies; and working to leverage financial resources across leases, contracts, and purchasing.

Supports other projects as needed.


Qualifications Required

  • Business, finance/accounting or computer science degree required; masters in business or nonprofit administration preferred.
  • At least 5 years in senior leadership, ideally at a $5million+ high-growth nonprofit organization.
  • Familiarity with nonprofit finance and accounting regulations.
  • Conceptual knowledge of architecture standards, databases and operating systems; solid understanding of security principles and data protection practices.
  • General understanding of cloud computing and services, traditional hardware/software platforms, including but not limited to operating systems, database systems, application servers, web servers and integration technologies.
  • Advanced technology skills including accounting software (QuickBooks preferred) databases (Salesforce preferred), and MS Office Suite (Outlook, Excel, PowerPoint, SharePoint).
  • Experience in a senior financial-management role, partnering with executive staff, resulting in the development and implementation of creative financial management and operational strategies.
  • Deep knowledge and understanding of GAAP and FASB, as it applies to 501c3 agencies.
  • Proven track record of success facilitating progressive organizational change strategies within a rapidly growing organization; ability to engage and influence direct and indirect reports and peers.
  • Highly developed communication skills, including speaking, listening and writing, with the ability to represent the organization across a wide range of internal and external stakeholders and and constituencies.
  • Comfortable in a growing and dynamic organization, where proactive change in response to community needs, and the opportunity to expand impact, is part of the the culture.
  • Entrepreneurial team play with the ability to effectively manage multiple, high-stakes projects and to adapt to rapidly changing priorities.
  • Possesses an upbeat, positive attitude, brings an empowering spirit, and demonstrates integrity in the role.
  • Understanding of Equity, Diversity and Inclusion principles and desire to implement them at work.
  • A strong passion for Ceres Community Project’s mission.

Physical Demands

The physical demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to stand or sit at a workstation; use hands and fingers to operate a computer keyboard and mouse; talk and hear to communicate with coworkers.
  • Regular, predictable attendance is required.
  • Light to moderate lifting of up to 30 pounds, bending, stooping and climbing a ladder is occasionally required.

Work Environment

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The work environment is primarily indoors with most of the time spent sitting at a desk, on the phone or a computer.
  • Moderate noise (i.e. nonprofit setting with office equipment, conversation from adjacent coworkers and commercial kitchen equipment.)
  • Ability to sit or stand at a computer terminal for an extended period of time.

COVID-19

Ceres is following the guidance and requirements of the health departments of Sonoma and Marin counties, the state of California, and the CDC. We have extensive protocols in place for prevention of and response to COVID-19 and all new staff will be briefed on these in their onboarding. We need a commitment from all staff that they will abide by these protocols, which currently include COVID-19 vaccination.

Operating Principles

  • Heart Centered & Love Guided – We are committed to expressing love, trust, respect and integrity in our lives, work, and organization.
  • Everything Matters – Nothing is left out. We work to have every action and choice lead to the greatest positive impact.
  • Young People are the Future – Young People are intelligent, responsible, capable, creative, and caring, and must be central participants in shaping our collective future.
  • Equitable, Diverse, and Inclusive – We commit to championing policies and practices of social equity that build a diverse, inclusive, and healthy workplace and food system.

Ceres Organization

Founded in 2007, Ceres Community Project works to build healthy communities by restoring whole, organic and locally grown food to its place as the foundation of health, empowering youth, and connecting people in heart-centered ways to others and the earth.

Ceres Community Project’s main program, Healing Meals for Healthy Communities, provides free and low-cost nourishing organic meals, nutrition education and caring support to people facing serious illness. All of the meals are prepared by teens that learn about growing, cooking and eating healthy whole foods and the connection between diet and health, develop life and work-ready skills, and discover their power to make a difference. The Healing Meals Program improves healthy eating behaviors among clients, teens and adult volunteers and educates the whole community about the link between healthy eating and the health of both people and planet. It also strengthens the social fabric of the community, another factor that is at the root of health. In times of disaster, Ceres is an emergency nutrition provider for our community.

In addition to operating three program sites in Marin and Sonoma counties, Ceres has trained 12 communities nationally to replicate our model. We are also active at the state and national level in advocating for policies that support equitable access to healthy food and health care, including reimbursement for medically tailored meals by insurers. For more information, please visit www.ceresproject.org.


Ceres Community Project is an Equal Opportunity Employer. All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.

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