Financial Controller

Financial Controller

40 hrs per week at OAEC, with up to two days per week remote possible.

Application Deadline: 5:00 PST, December 15, 2024 Start Date: Flexible, early to mid January, 2025

The Occidental Arts and Ecology Center (OAEC) is an 80-acre demonstration, education and advocacy center, and Fiscal Sponsor located in western Sonoma County, California. OAEC’s work focuses on cultivating ecological literacy and building the capacity of civic and social movement leaders and organizations to guide their communities toward an ecologically regenerative, economically viable, and socially just future.

OAEC is in an exciting moment of program expansion as we celebrate our 30th year of change-making, build out our Resilient Communities Design Program, launch a large state-funded program through our WATER Institute, and scale-up our Fiscally Sponsored Projects Program. This is a tremendous opportunity for a financial systems leader to join OAEC’s passionate staff, building on our decades of impact to collaboratively usher in the next chapter for this organization.

JOB SUMMARY

OAEC seeks a talented financial management professional to lead our finance team and oversee the financial activities of OAEC’s multifaceted land-based and programmatic operations, managing a non-profit budget of $6 million.

The OAEC Financial Controller is part of a 2-person finance team serving the entire organization, including its land-based activities and retreat center, mission-driven projects and programs, and fiscally sponsored projects. The Financial Controller reports to the Executive Director and also works closely with the Operations Manager, Fiscally Sponsored Projects Program Manager, Site Director, and currently supervises the Bookkeeper position. This role is responsible for holding the financial health of the organization through effective management and reporting. The Financial Controller will also play a key role as a member of the organizational coordination team, supporting strategy and decision making for cross-organizational initiatives and long-term planning.

PRIMARY RESPONSIBILITIES

Accounting Oversight: Oversee all accounting functions, including accounts payable/receivable, payroll, and general ledger management, ensuring compliance with all regulatory standards.

Internal Financial Systems, Programs & Tools: Maintain, improve/update, and manage internal systems (i.e. reimbursement processes) and third-party tools (such as Ramp and Bill.com). Lead on analysis, procurement, and implementation of new systems and tools as needed.

Financial Reporting: Prepare and present financial reports to the executive team, board, programs, departments and our Fiscally Sponsored Projects (on a monthly, quarterly, or annual basis, depending on entity) to ensure clarity and transparency in financial performance.

Organizational Compliance & Filing:

• In collaboration with the Operations Manager, maintain corporate compliance in all states where OAEC has staff (currently TX, WA, OR, CA, & MN. This list is expected to grow.)
• Coordinate and lead the annual tax filing and the audit process, liaising with external CPA and auditors.
• Ensure compliance with local, state, and federal government registration and reporting requirements and tax filings, perform quarterly and annual filings. This includes overseeing the 990 filing and compiling lobbying data for the whole organization including Fiscally Sponsored Projects.

Budget Management: Co-lead the annual budgeting process with the ED, working with program directors and department managers to create and monitor budgets that reflect the organization’s priorities.

Contracts & Leases: Establish and implement systems for contract management, billing, and collections. With the Executive Director, manage the detailed lease agreement between OAEC and the land owning entity (Sowing Circle, LLC).

Insurance: With the Executive Director, manage OAEC’s insurance policies for equipment, vehicles, and offices across OAEC, including Fiscally Sponsored Projects.

Planning & Analysis: Support the Executive Director in developing and implementing financial strategies aligned with the organization’s goals, including budgeting, cash-flow management, forecasting, and long-term financial planning.

Grant Management Support: Collaborate with program teams to ensure accurate budgeting, reporting, and compliance for grants and contracts, maximizing funding opportunities.

Team Leadership: Supervise the OAEC Bookkeeper, including managing workload & developing the annual finance department work plan.

Organizational Participation and Governance: Participate in OAEC staff information sharing and governance, including attendance at Staff Meetings and participation in our annual planning process which includes budgeting, work planning, and peer review process; Serve on appropriate ad-hoc or standing staff committees.

REQUIRED QUALIFICATIONS

• At least 5 years of experience as the financial controller or finance director for a non-profit or business with multiple programs and a budget of over $3 million/year. Strong knowledge of non-profit accounting principles and practices.
• Proven experience in financial planning, management, budgeting, and reporting.
• Excellent analytical and problem-solving skills.
• Experience supervising others.
• Experience with various tax filings (sales tax, property tax, 990, etc.) and legal personnel reporting (EDD, payroll).
• Fluent in Quickbooks (Desktop preferred).
• Fluent working in the Google Drive environment (Sheets and Docs) and Microsoft Office(Excel and Word). OAEC staff use Apple Mac computers.
• Excellent attention to detail and accuracy in managing the integrity of financial systems.
• Excellent spreadsheet hygiene, ability to show complex information in a beautiful and easy to read manner.
• Excellent written and verbal communication skills. Ability to help others understand financial and legal language and processes.
• Strong communication and interpersonal skills, with the ability to collaborate effectively across OAEC’s diverse teams. Interest in and ability to help resolve conflicts within organizational relationships.
• Ability to be self-motivated and self-managing as this role will require independent work at times, as well as the ability to work as member of the OAEC staff collective.
• Have enthusiasm for OAEC’s broader mission and programs that work to restore and protect biological and cultural diversity, and to create just and sustainable communities.

PREFERRED QUALIFICATIONS

• Experience working with Fiscally Sponsored Projects is highly preferred.
• Familiarity with HR processes and required compliance (i.e. administration of 401(k),health benefits, harassment training, etc.)
• Experience navigating HRIS software, Sales Force, and other accounting systems such as SAGE.
• Experience leading an organization through accounting system migration

COMPENSATION, LOCATION AND WORK ENVIRONMENT

• The annual salary for the Financial Controller at 40 hours/week is $90,000 per year.
• OAEC offers a paid health and wellness benefit, currently set at 100% of the value of a Kaiser Permanente Silver HMO Plan for each employee, generous family leave and disability leave, as well as an employee-only contribution 401(k) option, and a cell phone plan stipend of $50/month.
• OAEC offers generous paid time off: a total of 5 weeks and 3 days per year of vacation and floating holidays combined, as well as 10 paid sick days off (plus an additional week for those with dependents) .
• Position is on-site in Occidental, CA with the possibility of up to two days per week remote.

HOW TO APPLY

• Qualified applicants should email a single PDF that includes a cover letter, resume, and list of three to five references to “Hiring Manager” at jobs@oaec.org with the subject: “Financial Controller Position.” Resumes without cover letters will not be considered. Please do not contact OAEC directly with questions or inquiries.
• We are accepting applications until 5:00PM PST, November 20th, 2024. Early application is encouraged as applicant screening will begin immediately. The Financial Controller start date is flexible, but will start by mid-January 2025 at the latest.
• Before applying, please spend some time looking at the OAEC website to better understand our diverse programs and partnerships.
• OAEC actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. OAEC does not discriminate based on an individual’s race, sex, religion, color, national origin, ancestry, disability, medical condition, marital status, veteran status, sexual orientation, gender identity, age, or on any other basis prohibited by law.