Vice President of Finance

Company: Corodata Record Management Inc.
Location: Poway
Posted on: May 23, 2023

Job Description:

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: The Vice President of Finance provides both operational and strategic support to the organization. The Vice President of Finance supervises the finance unit and is the chief financial spokesperson for the organization. This position reports directly to the President and directly assists with all strategic and tactical matters as they relate to budget management, cost benefit analysis, forecasting needs and the securing of new funding. The Vice President of Finance also serves as a strategic partner to the board of directors to provide financial advice and to make decisions on matters relating to business finance. This position needs to be on top of finance & accounting state and federal regulations to ensure the company is in compliance with law requirements. ESSENTIAL DUTIES AND RESPONSIBILITIES: Finance Duties: 1. Assist in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans. 2. Manage the Finance, Accounting and IT units and provide strategic direction and tactical/operation management.Manage all financial controls and in all financial areas, seek ways to reduce and monitor risk in all financial transactions. 3. Work with the President on the strategic vision including cultivating stakeholder relationships on city and state levels, as well as assisting in the development and negotiation of contracts. 4. Participate in developing new business, specifically: assist the President in identifying new funding opportunities (Lines of credit, loans, etc), banking relationships, drafting of prospective programmatic budgets, and determining revenue opportunity of prospective acquisitions or new business lines. 5. Assess the benefits of prospective contracts and advise the senior managers on best practices on contracts, contract languages and clauses. 6. Ensure adequate controls are installed and that substantiating documentation is approved and available such that all purchases may pass independent and governmental audits. 7. Provide the President with operating forecasts. Work with the President to ensure business results through cost analysis support, forecasting, and compliance with contractual and programmatic requirements. a. This includes: 1) for finance and accounting, interpreting legislative and programmatic rules and regulations to ensure compliance with federal, state, local and contractual guidelines, 2) ensuring that government regulations and requirements are disseminated to appropriate personnel, and 3) monitoring compliance. 8. Oversee the management and coordination of all fiscal reporting activities for the organization including: Revenue/expense and balance sheet reports, reports to funding agencies, development and monitoring of organizational and contract/grant budgets. 9. Oversee all purchasing and payroll activity for employees and participants. 10. Be actively involved in insurance programs renewals and plans to reduce risk and decrease premiums. 11. Provide leadership and oversight to the IT department, including developing 3 and 5-year strategic plans, ensuring cybersecurity safety, and monitoring compliance with SOCs principles.Build an effective IT team which Is staying current with technical developments and proposing solutions that are appropriate for Corodata's lines of business and mission. 12. Ensure all employees in these department performance reviews are completed timely, within 12 months, with robust feedback and development coaching to employees to ensure retention and employee engagement. 13. Develop and maintain systems of internal controls to safeguard financial assets of the organization, oversee the coordination and activities of independent auditors ensuring all audit issues are resolved, and all compliance issues are met, and the preparation of the annual financial statements is in accordance with U.S. GAAP and federal, state and other required supplementary schedules and information. 14. Attend Board and Subcommittee meetings, including being the lead staff on the Audit/Finance Committee. 15. Lead annual financial review to be completed timely annually by June of each year. 16. Develop and maintain strong ties with banking entities, managing risk, and building capital as needed.Improve risk management practices and processes. 17. Monitor banking activities of the organization. 18. Ensure adequate cash flow to meet the organization's needs. 19. Serve as one of the trustees and oversee administration and financial reporting of Corodata's Employee Savings Plan. 20. Oversee the production of monthly reports including reconciliations with funders and pension plan requirements, as well as financial statements and cash flow projections for use by owners and senior management, as well as the Audit/Finance Committee and Board of Directors. 21. Assist in the implementation and timely calculations of wage incentives, commissions, and salaries for the staff. 22. Oversee Accounts Payable and Accounts Receivable and ensure a disaster recovery plan is in place. 23. Oversee business insurance plans and health care coverage analysis. 24. Manage reporting for Corodata and Affiliated entities, including partnerships, LLCs and LLPs and other ownership vehicles. 25. Compiling monthly financial statements and exec level reports for 6 entities 26. Take a deep dive into an operational area annually, i.e. data protection 27. Help with annual SSAE18 Audit 28. In charge of all banking covenants, forecasting and reporting 29. Must have good knowledge of tax on S-Corporations 30. In charge of Company offered customer buyouts and continued audit of such program 31. May have involvement in managing an active part of the business or assist in developing a new product line. People Management: - Lead the Finance and Accounting teams of both direct and indirect reports to perform daily functions. - Develop staff on raising awareness and knowledge of financial management matters. - Develop performance standards to measure and give feedback to Accounting Management team and provide annual performance reviews to each direct team member including providing any necessary coaching and counseling. - Responsible to staff open positions in compliance with company growth profitability objectives. Includes participating in interviewing, hiring, training, discipline, and termination responsibilities, and partnering with human resources to complete the Career Mobility process for designated employees. - Partners with Human Resources to handle discipline and termination of employees in accordance with company policy. - Update monthly department SMART goals in the Ally software program. Act as a catalyst for change and improvement in performance and quality utilizing Six Sigma methodology. Ensure established policies and procedures are adhered to in accordance with company procedures and guidelines. - Provide leadership to the team and set a culture of engaging and respecting employees. - Be committed to diversity, a respectful workplace, and developing employees and leadership. - By example and actions, promote fair and exemplary people practices. Training: - Develop staff on raising awareness and knowledge of financial management matters. - Participate and lead Six Sigma projects, quarterly as required to improve processes and efficiencies. - Accountable for the management and development of the leadership team. - Promote Corodata's Mission and Vision Statements. - Continuously promotes compliance with company policies and procedures. Employee Engagement: - Ensure interactions with staff and customers are professional at all times to promote company's values and expectations. - Proactively engage team to promote a positive work environment, by developing and implementing engagement plans to retain high-performing employees. - Aligning the culture of the department with the overall company strategy and structure. Safety: - Ensure the highest standards of safety, productivity and customer service are exceedingly daily. Other Duties: - Other duties to meet business needs and requirements as assigned. - Works with confidential data, which, if disclosed, might have significant internal or external effect. - Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. COMPETENCIES: 1. CUSTOMER SERVICE - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Excellent customer service skills and interpersonal skills. TEAMWORK - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. MANAGERIAL - Strong Leadership capabilities with experience in recruiting talent and building an effective team. Experience coaching to subordinates. Strong result-oriented and can-do attitude. ORGANIZATION SKILLS - Organization skills with ability to juggle multiple assignments and tasks, including attention to details, and the ability to prioritize in a changing environment. Excellent time management skills. INTERPERSONAL SKILLS - Strong interpersonal (verbal and written) communication skills, positive attitude, flexibility, and an eagerness to learn new things. LANGUAGE SKILLS - Ability to read and interpret documents written in English such as manuals, procedures, and work instructions. Ability to effectively communicate well with customers and coworkers REASONING SKILLS - Senior analytical skills and ability to interpret data and build strategic initiatives and plans. COMMUNICATION SKILLS - Ability to effectively communicate with potentially stressful and/or emotional situations. Outstanding customer-oriented skills. OTHER SKILLS : a. Exceptional problem solving and decision-making skills. b. Project and team management/leadership skills and experience. Proven ability to work effectively in a team environment with associates. Capability of effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines. c. The successful candidate must have expert proficiency in Excel - formulas, pivot tables, sub-totals, linking spreadsheets, and conditional formatting.Proficiency in other Microsoft Office applications is also required. d. Excellent analytical ability. e. Strong experience in month and year end closing. f. Strong knowledge of Accounting in accordance with U.S. Generally Accepted Accounting Principle and program regulations and compliance requirements, and appropriate Code of Federal Regulations sections. g. Organizational development, human resources, and program operations. h. General office software, particularly the Great Plains software (or other similar general ledger software) and use of databases. i. Strong ability to foster and cultivate business opportunities and partnerships. j. Create and assess financial statements and budget documents. k. Familiarity with six-sigma or other quality improvement processes. l. Ability to handle and safeguard sensitive and confidential information. EDUCATION and/or EXPERIENCE: Required: - Master's or Bachelor's degree in Accounting or Finance is required; or a combination of education and equivalent business experience. - Minimum ten (10) plus years' of progressively responsible experience in accounting or finance for major companies or division of a large corporation of at least 50 staff persons. - Prior experience at a Controller or Vice President of Finance Senior level. - Experience with change management or process improvement. - Advanced Excel knowledge. - Expert knowledge of Microsoft Office suite. - Proven history of successful people management and passion for building great teams. - Valid California driver's license and driving record that meets the company's insurance carrier requirements. Preferred: - Active Certified Public Accountant or CMA certifications. - Proven experience managing ERP projects. - Proficient with ERP systems, such as Great Plains. - Service industry experience highly desirable. PRIMARY LOCATION: PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day.

• Walking: May require walking primarily on a level surface but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs.
• Handling: Seizes, helps, or works with hands.
• Lifting: Proper lifting techniques required. May include lifting up to 25 pounds of boxes when needed.
• Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required.
• Standing: Remains in standing position if required to perform various functions of the job.
• Stooping: Bends body downward and forward by bending at knees or waist.
• Vision: Reads paperwork and records on the computer.
• Talking: Communications by phone and in person.
• Sitting: Required to sit at desk. Sit for long periods of time. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This list is not all inclusive. 1. Temp/Weather: Works in either 1) Office environment - for the most part ambient room temperatures, lighting, and traditional office equipment, or 2) Warehouse - may be exposed to cold temperature, or 3) Outside - may be exposed to wet and/or humid conditions, outside weather conditions and extreme cold. 2. Noise: Works in office, warehouse or outside environment, with constant or intermittent noise. Office only - As the company grows, it may be necessary to rearrange/move cubicles at any time at the sole discretion of the company. POSITION TYPE/EXPECTED HOURS OF WORK: 1. This is a full-time, exempt position. 2. Employees may be required to work late evenings or weekends depending on the business needs. 3. Because of sales and accounting interactions, the work needs to be conducted in the office location of 12375 Kerran Street, Poway, CA 92064. TRAVEL: 50% monthly travel to company and/or customer sites is required. AAP/EEO STATEMENT: The Company provides equal employment opportunities to all employees and applicants for employment activities and prohibits discrimination and harassment of any type, based on their actual or perceived: race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 and over), sexual orientation, Civil Air Patrol status, military and veteran status and any other consideration protected by federal, state or local law (collectively referred to as "protected characteristics"). OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. REASONABLE ACCOMMODATIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Corodata Record Management Inc., Poway , Vice President of Finance, Executive , Poway, California