Job Overview

The Director of Finance and Administration is a senior leadership role responsible for ensuring the financial health, administrative infrastructure, and organizational systems of Abby’s House are strong, secure, and aligned with the organization’s mission and strategic priorities. This position reports to the Executive Director and works collaboratively with the senior leadership team, key staff across the organization, and the Senior Accountant to support sound financial management, effective administrative systems, and long-term organizational planning. In addition to leading all finance and accounting functions, this role provides organizational leadership over administrative and systems infrastructure, including information technology (IT), vendor and contract financial review, and internal operational systems that support staff effectiveness and service delivery. The Senior Director of Finance and Administration supervises the Senior Accountant and, as a member of the senior leadership team reporting to the Executive Director, contributes to board support, financial planning, and organization-wide decision-making in collaboration with peer department leaders. In carrying out these responsibilities, the Senior Director models Abby’s House’s principles of staff relations by promoting clear communication, equitable practices, and collaborative problem-solving across the organization.

Essential Duties & Responsibilities

In alignment with organizational leadership, strategic organizational priorities, and approved policies and guidelines, the responsibilities of the position include, but are not limited to the following:

Financial Leadership & Accounting Systems

• Maintaining and continuously improve accounting processes, including expense request, income and expense classifications, cash flow management, and payroll workflows.

• Serve as a financial partner and backup to the Director of People and Culture on payroll and employee benefits administration by participating in payroll review prior to processing, collaborating on open enrollment and benefit rate reviews, and providing financial analysis and perspective to inform benefit and compensation-related decisions.

• Provide direction and oversight for the implementation of accounting processes across the organization and maintain proper documentation.

• Develop and provide oversight of accounting processes related to fundraising events and contributed revenue

• Establish, monitor, and strengthen internal accounting controls and fraud prevention practices.

• Maintain the accounting manual and schedules of financial deadlines, updating annually or as needed.

• Oversee the secure maintenance of corporate and accounting files in compliance with internal policies and applicable laws, in coordination with the Director of People and Culture regarding any cross-functional data or access needs

• Ensure all statutory and regulatory financial requirements are met

• Oversee updates, maintenance, and appropriate use of accounting software and related financial systems

Accounting Transactions, Oversight, and Staff Development

• Oversee the Senior Accountant’s work related to accounts receivable and accounts payable, ensuring income is recorded accurately and in a timely manner and that vendor payments are processed on time and in accordance with internal controls and contract terms

• Ensure bank deposits, cash handling, and related reconciliations are completed securely, consistently, and on schedule

• Review monthly account reconciliations, investigate discrepancies, and support corrective actions as needed

• Provide guidance and quality assurance on transaction coding, documentation standards, and compliance with internal policies and external requirements

• Support the professional growth and development of the Senior Accountant through regular supervision, feedback, training opportunities, and skill-building in areas such as financial analysis, reporting, systems use, and compliance

• Foster a culture of accuracy, accountability, and continuous improvement within the day-to-day finance function

Budgeting, Financial Reporting, and Board Support

• Prepare, analyze, and present monthly and annual financial reports, including Balance Sheets and Profit and Loss Statements, in collaboration with the Executive Director

• Attend and support meetings of the Board Finance Committee and Investment Committee

• Assess reporting needs and refine formats to improve clarity, transparency, and strategic usefulness

• Monitor cash flow and provide regular updates and risk assessments to the Executive Director and senior leadership team

• Analyze expenses and recommend areas for cost savings, efficiencies, and resource optimization

• Lead the development of the annual organizational budget and quarterly forecasts

• Monitor departmental budgets and review regularly with designated staff

• Prepare and monitor restricted income schedules

• Develop program and agency budgets for funding applications and prepare financial reports for funders

External Financial, Regulatory, and Institutional Partnerships

• Lead and coordinate annual audits for Abby’s House and its affiliated LLC, preparing all necessary documentation and schedules

• Prepare and submit required financial reports for compliance with external agencies and funders

• Oversee preparation of Form 990, 3ABC Forms, and other regulatory filings completed by external partners

• Manage and maintain relationships with banks, financial institutions, and insurance providers

• Serve as a financial and administrative liaison to external agencies, professional service providers, and funders, as appropriate

Administrative and Organizational Infrastructure Leadership

Provide strategic and operational leadership over Abby’s House’s administrative systems and internal infrastructure to ensure reliability, security, and alignment with organizational needs, including:

Information Technology (IT) and Systems Management

• Serve as the primary organizational liaison to the external IT provider

• Partner with the IT provider in quarterly IT review meetings to assess system performance, security, service quality, and organizational needs, and to communicate organizational priorities and feedback

• Maintain an accurate inventory of all organizational hardware and systems (including computers, phones, printers, and related equipment)

• Partner with the IT provider to monitor lifecycle status and end-of-life risks for hardware and systems

• Ensure annual and multi-year budget planning accounts for hardware replacement, upgrades, and efficiency improvements

• Support staff with escalated IT issues that extend beyond the standard helpdesk process, coordinating resolution with the IT provider

Vendor and Contract Financial Review

• Review administrative and technology-related contracts from a financial and budgetary perspective

• Ensure contract terms, renewals, and cost adjustments are reflected in annual and multi-year budget planning

Organizational Systems and Risk Management

• Support organizational data security, access controls, and system integrity in partnership with the IT provider and Executive Director

• Ensure administrative and operational systems are documented, consistently applied, and aligned with best practices

• Identify operational and financial risks related to administrative systems and develop mitigation strategies

Organizational Leadership, Strategy, and Thought Partnership

As a member of the senior leadership team, contribute to organization-wide planning, decision-making, and long-term strategy beyond the finance and administrative portfolio, including:

• Engage in forward-looking, cross-departmental thinking about Abby’s House’s future priorities, growth, and evolving community impact

• Partner with the Executive Director and senior leadership team to translate strategic goals into financially and operationally viable plans

• Identify and assess organizational opportunities and risks, particularly those related to financial sustainability, systems capacity, infrastructure, and compliance

• Contribute to leadership discussions related to organizational culture, equity, staff experience, and mission alignment

• Represent a systems-level perspective that balances innovation with operational readiness and fiscal responsibility

Qualifications

• Bachelor’s degree required; advanced degree or CPA preferred

• Minimum of 7+ years of nonprofit accounting and financial leadership experience

• Full understanding of Generally Accepted Accounting Principles (GAAP)

• Advanced proficiency in QuickBooks and Microsoft Excel

• Demonstrated experience with administrative systems, IT coordination, vendor and contract financial review, and organizational infrastructure management

• Strong leadership, supervision, and staff development experience

• Excellent interpersonal, written, and presentation skills

• High level of integrity, transparency, and dependability

• Strategic, adaptable, and solution-oriented mindset

• Superior organizational and time management skills

• Ability to occasionally work evenings or weekends, as needed

DEIAAB Statement

Abby’s House is committed to growing its understanding of and practice around Diversity, Equity, Inclusion, Accessibility, Anti-Racism, and Belonging in all the organization’s activities, programs, practices, and services. Staff are an integral part of this evolving practice. Abby’s House is also a Trauma-Informed organization and encourages applicants with lived experience who are well-grounded in their recovery and have strong capacity for reflective thinking and learning.