Opportunities at the PTC

Finance Manager Job Description, posted 10.7.24

Roles & Responsibilities

This position supports the financial management of the Providence Tourism Council in coordination with the Chair, administrative assistant, Director/program manager and board of directors. The requirements and characteristics listed below are representative of the knowledge, skill and/or ability required to successfully perform the essential job functions as needed.

Essential Functions & Estimated % of Time:

Accounts Payable – 25%

• Track and sort approved invoices and ensure timely and complete entry of transactions in web based Quickbooks
• Manage all facets of A/P, including invoice review and data entry, check distribution
• Process checks twice a month, match to invoices and submit to authorized signers; Will need to meet designated singers in-person. 
• Monitor bank account on a bi-weekly basis and reconcile bank statements;
• Collect, review, and reconcile monthly credit card and incidental expense reports and ensure accurate recording;
• Create and maintain a consistent file of vendor information (new and existing) with appropriate tax documentation;
• Prepare, process, and issue IRS Form 1099 for all required vendors annually.

Grants Payable & Operations Management – 35%

• Work with Director/Program Manager and Administrative Assistant to record, archive and process grantees applications
• Work with the grant committee to reconcile and distribute payments as needed.
• Provide necessary grant program financial reports and forecasts.
• Manage and record organizational database as needed
• Assist with event budgeting and financial management in coordination with key stakeholders. 

Accounts Receivable – 5%

• Track monthly receivables from the State of Rhode Island Department of Revenue and additional funding sources as needed
• Record deposits; deposit physical checks into the bank;

Finance Administration & Reporting – 25%

• Analyze and reconcile general ledger accounts as assigned;
• Manage various project budgets and assignments as directed, including tasks associated with monthly/yearly financial reporting, P/L, annual financial audits, monthly board reports, forecasts, and annual tax/statutory filings;
• Document financial processes; identify opportunities to expedite or improve processes and recommend and implement new solutions.
• Prepare, review and track monthly recurring contractor and payroll related expenses and reports as needed.
• File annual financial reports with the State of Rhode Island and General Assembly as required as a quasi-public entity. 
• Manage annual audit and applicable filings
• Ability to effectively present information and respond to questions from the board and stakeholders 
• Maintain and update databases in coordination with staff.
• Ability to write reports, business correspondence and PPT presentations as needed

Meeting Participation – 10%

• Participate in organization-wide board meetings, select committee meetings, events and financial planning sessions as needed
• Ability to work independently, collaborate and work closely with Chair of the board, Director/Program Manager, Administrative Assistant and board of directors as needed

Qualifications

• 5+ years of work experience in a financial role or equivalent combination of work and education/certification in finance; experience working in commercial, nonprofit and/or government work preferred;
• The candidate should have high proficiency and experience with web-based QuickBooks accounting software, spreadsheets, Excel, Microsoft Office and Google suite platforms. 
• Adaptability to new software and virtual workflows, experience with Salesforce or a comparable CRM a plus;
• Experience using project management tools as needed
• Excellent organizational and customer service skills, including strong attention to detail, ability to meet deadlines, problem-solve, and to shift focus based on priorities; anticipates and takes action to meet key project milestones
• Must be well organized, motivated, detail-oriented with the ability to work both independently and collaboratively
• Strong communication written and verbal communication skills
• Work remotely with ability to attend monthly in-person meetings and coordinate in-person check signing as needed (usually 2x a month)
• Ideal candidate lives in the greater Providence area and has strong knowledge of the City of Providence. 
• Appreciation and pride for the City of Providence and identification with the Providence Tourism Council’s mission, vision, and values
• Appreciation for and interest in the arts and/or working with artists and cultural organizations; past experience working in arts administration a significant plus.
• Interest in engaging in work to advance tourism, community events, organizational goals, including those centering equity, diversity, cultural intersectionality, and accessibility.

Application Instructions

Applications will be considered on a rolling basis until the position is filled. 

We ask all candidates to submit a current resume and a cover letter describing their interest in and preparedness for the role.to PVD@PTCRI.org. 

Compensation

This position is a part time, contract position paid and tracked monthly on a hourly basis.