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Vice President of Finance & Operations

Administration | Santa Rosa, CA | Full Time

Job Description

SUMMARY

The Vice President of Finance & Operations reports to the CEO/President and serves as an integral member of the senior leadership team.  The VP of Finance & Operations is responsible for the development of the Sonoma County Tourism Bureau’s (SCTB) financial management strategy contributing to the development and attainment of SCTB’s strategic goals. 

The VP of Finance & Operations is responsible for the development and oversight of all accounting, human resources and administrative functions including collection of public revenues, employee benefits, financial and HR reporting functions and financial services. The VP works with the staff accountant to accomplish daily tasks including accounts receivable, accounts payable, payroll and general accounting. This role is responsible for implementing and maintaining a system of internal controls ensuring SCTB assets are thoroughly safeguarded and all financial reporting is prepared at the highest level of transparency and in compliance with SCTB financial policies and as well as Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB). 

The VP of Finance & Operations directly oversees two team members: 

  • Director of Operations
  • Accountant

The Sonoma County Tourism Bureau is funded through a proportion of the Transient Occupancy Tax (TOT) collected in the unincorporated areas of Sonoma County and allocated funds from the Business Improvement Area (BIA).  The organizations annual budget is approximately $7.2 million.  

This position is located in Santa Rosa, CA.

ESSENTIAL DUTIES, RESPONSIBILITIES & QUALIFICATIONS

  • With the CEO, Leadership Team and Board, ensure solid financial health for the organization. 
  • Participate as part of the executive team to create a high-performing team that works collectively to achieve the goals identified in the plan and offers ideas that break the norm and create new opportunities. 
  • Perform an initial program review and ongoing internal reviews to ensure the organization is running by financial best practices.
  • Manage all financial operations with a specific emphasis on developing a completely transparent budget.
  • Oversee operations functions including IT and the office space and lease. 
  • Coordinate, analyze and report financial performance with respect to revenue, trends, costs and compliance with budgets to management, SCTB Board of Directors, the SCT Executive Committee, and the SCTB Finance & Legal Committee. 
  • Ensure financial records are maintained in accordance with GAAP and GASB accounting principles. 
  • Work with the CEO and Board to identify new funding opportunities designed to drive the brand and create incremental revenue. 
  • Oversee, along with the staff accountant, all transactions related to general ledger, accounts receivable, accounts payable, payroll, employee benefits, pension plans and financial reporting. 
  • With the accountant and all department heads, manage cash flow.  
  • Manage the collections of public funds including Transient Occupancy Tax (TOT) and funds from the Business Improvement Area (BIA) including delinquencies and annual reporting.
  • Oversee and coordinate the production of the annual audit and additional audits as required by the County.  
  • With the staff accountant, develop, implement and maintain accounting and administrative policies and procedures. 
  • Assist the President/CEO with matters relating to the SCTB Board of Directors and the Finance & Legal Committee and serve as the point person on such matters as Brown Act, Form 700, Ethics Training, Loyalty Form, compliance with Bylaws and Orientation of new board members. 
  • Ensure the SCTB is compliant with federal, state and local laws and codes. 
  • Interface with the SCTB’s legal counsel and maintain a list of assignments, priorities and completed legal matters; serve as the point person between the SCTB staff and legal counsel for law changes, vendor relations, contracts, HR matters, etc. 
  • Collaborate with other department managers to support overall SCTB goals and objectives. Represent the SCTB at appropriate community board meetings, functions and activities. 
  • Perform related duties as assigned. Must be flexible in finding and implementing changes in policies and procedures as well as varying deadlines. 

QUALIFICATIONS & EXPERIENCE 

To perform this job successfully, the employee must be able to perform each key responsibility at the highest standard and identify and integrate opportunities that create a trusted and relevant organization.  The requirements listed below are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • Seasoned financial professional who can both manage the organization’s financial health and ensure the internal staff and external stakeholders feel confident in a solid, well-run not-for-profit organization. 
  • Entrepreneurial spirit and an interest in identifying new ways to better manage existing programs and develop new funding streams.
  • Creative problem-solving skills and excellent judgment including negotiation and conflict and resolution skills. 
  • Ability to effectively interface with staff at all levels, the board of directors and external stakeholders. 
  • Strong mentoring, coaching experience to a team with diverse levels of expertise. 
  • Self-reliant, strategic, confident, good problem solver, results oriented. 
  • Team leader who can positively and productively impact both strategic and tactical finance and operations initiatives.
  • Exceptional verbal and written communication skills.
  • Bachelor’s degree in Business or Accounting; MBA preferred.  
  • Certified Public Account preferred. 
  • Minimum of 10 years progressive financial management experience, ideally within a public or not-for-profit organization.
  • Strong working knowledge of GAAP and GASB accounting principles. 
  • Preferred experience with Abila/Sage/MIP Funding platform and Concur and Simpleview CRM systems.   

TOP PRIORITIES

  • Oversee the FY 2020 budget process and allocation. 
  • Review and update accounting/financial policies and procedures.
  • Review and update current account practices, ensuring all comply with a fully transparent environment. 
  • Identify new funding streams and work with the leadership team to create methodologies for integrating new streams.

ORGANIZATIONAL STEWARDSHIP

SCTB Funds 

This position has access to company funds including cash, checks, company credit cards, client credit card information, contracts, etc. Employees are expected to comply with SCTB policies and all legal requirements related to company funds.

Confidential Information 

This position has access to confidential information including financial, personnel, clients, contracts, passwords, codes, etc. Employees are expected to comply with SCTB policies and all legal requirements related to confidential information.  

Organizational Leadership

  • The executive team carries out supervisory responsibilities in accordance with SCTB policies and Federal/State/Local laws. On a consistent basis, must provide comfortable work environment, clear communication, training, direction, guidelines, goals, coordination, evaluation, discipline, payroll information, etc. as related to the departmental goals and objectives.  
  • Maintains a positive, upbeat attitude and role in the organization. Promotes and exemplifies SCTB values; represents departmental objectives and interests to internal operations and external customers and relationships. 
  • Communicates often and effectively with senior management on current projects, progress, personnel issues, etc.  
  • Possesses the ability to understand and translate the goals and objectives into specific recommendations and actionable items. 
  • Assumes responsibility for the success of all projects and initiatives; develops better ways to use SCTB resources; adjusts priorities to meet emerging needs. Facilitates open communication to resolve complex issues; encourages others to participate in discussions; facilitates communication among assigned staff. Promotes an atmosphere that establishes customer satisfaction as a key value in the organization; uses customer information and feedback to recommend changes and set goals for continuous improvement. 
  • Challenges staff to strive for continuous improvement; helps others to grow within the SCTB through encouragement, coaching and by suggesting educational/training opportunities; builds effective relationships across the department and outside the SCTB.  
  • Commitment to Service Follows up on telephone calls, e-mails, requests, complaints and challenges; responds quickly to internal and external needs. Develops and promotes teamwork and cooperation among fellow workers and managers/supervisors. Shows an appropriate sense of urgency in completing work and addressing the needs of the department. 

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this position.  These statements are not intended to be construed as a complete list of all responsibilities.