Fiscal Officer

The Fiscal Officer reports to the Executive Director and works closely with the Finance and Executive Committees and the Audit Subcommittee of the Board.  This position is a part of the Senior Staff for Maryland Humanities and is a leadership role which works collaboratively with all staff.

Classification:  Exempt; permanent; full-time

Key goals include:

  • Management of the organization’s revenues and expenses in accordance with Board-approved budget and in compliance with generally accepted accounting practices
  • Full compliance with federal and other grant regulations
  • Maintaining fiscal and administrative records to ensure clean audits
  • Providing administrative, human resource, and fiscal support for operations
  • Ensuring that all fiscal and tax reports are filed in a timely manner

Responsibilities include:

Finance and Accounting (55%)

  • Full charge bookkeeping for fiscal and budgetary needs including accounts payable, general ledger, and annual audit reports
    • Prepare AP vouchers, process and distribute checks
    • Prepare and process Journal Entries for revenue and cash receipts
    • Reconcile bank and investment statements to general ledger
    • Draw NEH funds and/or invoice funders, transfer cash to operating account
    • Credit Card reconciliation and tracking with staff
  • Developing the annual operating budget in consultation with the Executive Director and the Finance and Executive Committees
    • Provide staff report of current year expenses, next FY budget template
    • Work with Advancement Director to prepare draft revenue budget
    • Meet with ED and staff to prepare draft expense plan for each cost center
    • Prepare budget for Board committees to review, Board to approve
    • Input approved budget into accounting system, prepare monthly budget
  • With the Executive Director, providing timely and useful financial reports to the Board and staff
    • Provide income statement of actual results vs. budget for each quarter
    • Provide balance sheet and revenue dashboard for each quarter
    • Provide updated five-year financial metrics each year
    • Present to Finance Committee, Executive Committee, and Board
    • Provide staff with monthly updates of their actual expenses to budgeted expenses. Conduct quarterly check-ins with staff on budgeted expenses
  • Organizing and managing annual audit and acting as management liaison with the auditor and the Audit Committee of the Board
    • Coordinate plan for audit field work with auditor (currently SB & Company)
    • Schedule meetings between auditor and audit committee
    • Provide reports and other assistance to auditor (November to January)
    • Review and edit audit reports
    • Schedule auditor presentations for Board and committees
    • Oversee final submission of audit, 990, 990T, and other tax documents
    • Select new auditor every 5-6 years

Grants Management (20%)

  • Maintaining knowledge of federal grant regulations (e.g. A-110, A-122, etc.) and other government granting agencies
    • Review updates to regulations and attend NEH webinars and conference meetings
  • Assuring that grant funds are expended in accordance with restrictions
    • Maintain Jobs (grant funders) reports in accounting system
    • Review Jobs expenses for each program to ensure they conform to budget and fully expense the award by the termination date
  • Preparing required reports to National Endowment for the Humanities and other granting agencies
    • Prepare and submit quarterly and final financial reports to NEH, LOC, other
    • Prepare and submit requests for reimbursement, advances
    • Prepare and submit the NEH General Operating Support application, Annual Plan, and lobbying certification by May 1
    • Prepare and submit the annual Activities and Outcomes Report as well as  Board/staff member list, Board minutes and Grants Summary by January 31
  • Assisting with the five-year NEH self-assessment and with Strategic Planning activities
    • Help prepare council reports for self-assessment and site visit (next in 2025)
    • Help prepare reports for strategic plan creation and progress tracking
  • Assist in preparing budgets for grant applications and reports of expenditures for grant reports
    • Provide a fully-allocated budget expense summary—including breakdowns of personnel, direct expenses, and overhead by employee and by program function—at the beginning of each fiscal year to Advancement
    • Assist Grants Specialist in preparation of applications and final grant reports by providing financial data
  • Prepare reports to external entities, including:
    • SMU Data Arts (report required by certain foundations in MD in order to apply)
    • Assist Advancement team in updating Guidestar (goals and results)
    • Federation income survey, salary survey, Maryland Nonprofits salary survey

Human Resources (15%)

  • Preparing payroll processing and personnel reports
    • Create timesheets (Excel) for each fiscal year
    • Update records and ADP with pay increases (November)
    • Collect employee timesheets and input data into ADP on bi-monthly basis, run payroll reports
    • Input data for 401(k) plan contributions, process in Mutual of America system
    • Prepare journal entries and process in accounting system
    • Issue W-2s to employees and 1099s to contractors at calendar year end
  • Overseeing Human Resources activities including job descriptions, personnel recruitment, and related matters
    • Assist with review and update Employee Handbook and related personnel policies annually
    • Assist with revision and or creation of new job descriptions as required
    • Work with Office Manager to advertise and recruit to fill open positions
    • Enroll new employees in payroll and other benefit plans
  • Managing the benefits plans and policies for pension, healthcare, insurance, and related areas
    • Review health/dental plan proposal annually, obtain comparable pricing from other vendors, decide on best options
    • Manage open enrollment for health/dental care (June), Flex Benefits (December)
    • Review and approve proposal for life & long-term disability insurance each year
    • Prepare and submit Form 5500 with help from Mutual of America
    • Update SUI and workers compensation each year

General Management (10%)

  • Board Reporting
    • Provide staff support to Board, Executive Committee, Finance Committee and Audit Sub-Committee
    • Report quarterly financial progress on income statement, balance sheet and financial dashboard metrics and approval of the annual audit reports
    • Document minutes for Finance Committee meetings
  • Additional duties as assigned by the Executive Director
  • Participate as a member of the senior staff in decision making and leadership of Maryland Humanities
  • Participate fully in racial equity work of Maryland Humanities, including applying a racial equity lens to all accounting, hiring, and management work.

Qualifications:

  • Demonstrated experience as a financial manager, accountant, or full charge bookkeeper, preferably in a non-profit environment
  • Experience with bookkeeping software (Sage’s Peachtree Accounting or equivalent)
  • Thorough understanding of federal and other government grant regulations
  • Excellent computer skills, especially with spreadsheets and data analysis tools such as MS Excel Pivot Tables
  • Strong organizational skills and the ability to work independently and as a part of a team
  • Strong oral and written communication skills
  • Ability to prioritize multiple requests from various sources in the organization
  • HR experience preferred
  • Enthusiasm for the humanities and their value in contemporary society
  • B.A. degree required with some course concentrations in accounting or finance; M.A. or M.B.A preferred

Compensation and Benefits:  Position is full-time at 35 hours per week with an annual salary range of $70,000 to $80,000 commensurate with experience. Generous benefits package including 21 days annual paid vacation, 12 days annual paid sick leave, 12 annual paid holidays, health and life/long-term disability insurance, free parking, professional development funds, and 401(k) retirement account with employer contribution.  

How to Apply: To apply, please submit a cover letter and résumé in a single PDF file via email to hr@mdhumanities.org with the subject line as “Fiscal Officer;” no phone calls please. For best consideration, applications are due by November 30, 2020. Search will remain open until filled.

Maryland Humanities is an equal opportunity employer. It is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, all terms and conditions of employment will be carried out without regard to race, creed, color, religion, gender, sexual orientation, nationality, marital status, age, or disability. Maryland Humanities will not tolerate acts deemed to constitute discrimination or harassment based on gender, sexual orientation, race, creed, color, religion, national origin, marital status, age, disability, or any other characteristic protected by law.

Maryland Humanities is a statewide, educational nonprofit organization that creates and supports educational experiences in the humanities that inspire all Marylanders to embrace lifelong learning, exchange ideas openly, and enrich their communities.
Maryland Humanities
108 West Centre Street
Baltimore, Maryland 21201-4565
(410) 685-0095
(410) 685-0795 fax
info@mdhumanities.org
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