Director of Finance

Location: Clay County, KY (Hybrid potential)

Employment Type: Full-Time

Reports To: Executive Director

The Director of Finance / Bookkeeper is responsible for managing the day-to-day financial operations of the Foundation, ensuring accurate accounting records, regulatory compliance, and timely financial reporting. This role supports the Executive Director and Board of Directors by providing reliable financial information, maintaining internal controls, and overseeing payroll, tax filings, and grant-related financial tracking.

• Maintain accurate financial records in Quick Books, including entering bills, checks, vendor payments, debit and credit card transactions, deposits, and transfers
• Attach and maintain supporting documentation (receipts, invoices, images, etc.) for all financial transactions
• Reconcile all bank and credit card accounts on a monthly basis and investigate discrepancies
• Identify missing receipts or documentation and coordinate follow-up with the Executive Director
• Payroll & Tax Compliance
  • Process bi-weekly payroll, including updates and adjustments as required
  • Prepare, file, and remit payroll tax deposits and returns (with Quick Books support), including:
    • Kentucky payroll filings (K-1, K-3, and K-5, as applicable)
    • Local Occupational Tax and Annual Reconciliation
  • Prepare and assist with distribution of annual tax documents, including W-2s, 1099- NECs, and IRS Form 1096
  • Maintain payroll records and supporting documentation in compliance with federal, state, and local regulations
  • Handle new hire reporting in a timely manner
  • Calculate and prepare garnishments and any associated forms as required
• Grant & Restricted Fund Management
  • Track multiple grants simultaneously, including budgets, allowable expenditures, and spending timelines
  • Monitor grant-related expenses to ensure compliance with grant requirements
  • Maintain documentation to support grant reporting, reimbursement requests, and audits
  • Prepare financial reports for Board of Directors meetings, including:
    • Statement of Activities (Profit & Loss)
    • Statement of Financial Position (Balance Sheet)
    • Budget-to-actual comparisons
  • Meet bi-weekly or as needed with the Executive Director to review financial activity, upcoming obligations, and outstanding items
  • Provide explanations for financial variances, trends, or unusual transactions as requested
• Accounts Payable & Cash Management
  • Schedule and process bill payments (lease/rent and contractor obligations) in a timely manner
  • Monitor cash balances and upcoming financial obligations
  • Maintain vendor and contractor records
• Compliance, Documentation & Year-End Support
  • Maintain organized digital financial records and supporting documentation
  • Assist with year-end close and provide documentation to external accountants or tax preparers (e.g., Form 990 support)
  • Support basic internal controls and financial best practices
  • Track in-kind goods and services and individual donors/donations for year-end letters
  • Kentucky Secretary of State Annual Filing