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Finance Office Manager

Billings, MT · Accounting/Finance
Under the supervision of the Director of Finance and in accordance with the direction and mission of District 7 HRDC, the Finance Office Manager is responsible for maintaining the day-to-day operating system for the Agency’s Finance Department including payroll, accounts payable, accounts receivable, daily cash balances, petty cash, purchase orders, employee benefits and payroll/data files, fixed asset system, prepaid inventories, and monthly, quarterly and annual reconciliations and reports.  The Finance Office Manager operates the daily accounting activities through supervision of staff and the duties assigned to this position.


The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job.  To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned. 
  • Supervise day-to-day accounting operations.  Maintain accounting system detail in compliance with regulatory requirements, industry guidance and Agency policies and procedures.  Track funds and maintain the general ledger according the Agency’s accounting structure and to preserve appropriate audit trails (for example, by funds, federal cost categories, grant budgets, etc.).
  • Supervise, train, evaluate and schedule the Finance Department staff to meet the daily operating goals, objectives and deadlines of the Finance Department and the Agency.
  • Oversee the overall cash balance reporting.  Assist in the maintenance of cash accounting system and direct deposit system including troubleshooting, project planning with computer integration.
  • Oversee/supervise various aspects of payroll, accounts payable, petty cash, purchase orders, cash receipts and accounts receivable processing through assignment, training and review, and preparation if necessary.  Maintain these sub-systems to ensure proper accounting and costing.
  • Maintain payroll system as necessary to allow proper cost allocation.  Review or prepare, reconcile and maintain monthly closing entries and cost allocation.
  • Review or prepare and reconcile monthly entries and closing for reporting.  Prepare monthly, quarterly and annual reconciliations of various general ledger accounts, funds and other information as necessary. 
  • Responsible for monthly, quarterly and annual activity and financial reports for management and funding sources through monitoring, assignment, review, preparation and analysis of activity reports.
  • Responsible for filing of W2’s, 1095’s and 1099’s.
  • Assist with the administration of agency benefit plans.
  • Maintain knowledge of OMB circulars, grant regulations, ERISA, related tax regulations, GAAP, contract terms and other related guidance.
  • Communicate verbally and in writing, as necessary, with Finance team members, vendors, Agency staff, benefit providers, grantors, auditors, etc.
  • Cross-train in duties of all other Finance Department staff to maintain knowledge to allow supervision and emergency coverage.  Cross-train in Controller’s duties.  Cover duties as appropriate in their absence.
  • Complete special projects as assigned.  Perform other duties assigned and determined to be productive and efficient for the continuing improvement of the Agency.
SUPERVISORY RESPONSIBILITIES:  Supervises a total of two to three employees in the Finance Department.  Responsibilities include the direction, coordination and evaluation of the daily operations for the department.  Carries out supervisory responsibilities in accordance with the Agency’s policies and applicable laws.  Responsibilities include: interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Additional Knowledge, Skills and Abilities:
  • Experience or training in a nonprofit environment preferred, but not required. 
  • Reconciliation skills are necessary. 
  • Computer experience and ability to use various software, 10‑key by touch, and various office machinery. 
  • Must be familiar with accounting and non‑profit terminology. 
  • Effectively communicates on all platforms.
  • Demonstrates dependability and punctuality.
  • Adheres to a consistent work schedule.
  • Demonstrates professionalism in the workplace.
    • Maintains professional boundaries with participants;
    • Must have the ability to work with low income and disadvantaged people by modeling an   unbiased, non-judgmental attitude.
    • Demonstrates positive and appropriate interactions with coworkers and management.
    • Contributes to a harmonious and productive work environment.
    • Must be a team player to ensure overall program success.
  • Nurtures, builds, and mentors employees to build a cohesive team.
  • Brings creative suggestions and potential solutions to direct supervisor regarding work barriers and team efficiency.
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.           
Education and Experience:
Bachelor's degree in accounting or related field from a four‑year college or university and one year  related experience; or equivalent combination of education and experience to fully meet the minimum requirements for the position.
Licenses and/or Certifications:
Must possess a valid Montana Driver’s License, proof of personal automobile insurance and must meet insurability requirements for agency automobile insurance policy. 
Becky Millman, Human Resources Manager
Human Resources Department | 406.247.4710 | bmillman@hrdc7.org

District 7 Human Resources Development Council
7 North 31st Street, P.O. Box 2016, Billings, MT 59103
hrdc7.org | 800.433.1411 | fax 406.248.2943

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