ASSISTANT DIRECTOR OF FINANCE JOB DESCRIPTION

Federal grant compliance and fund accounting are not interchangeable skills; one enforces spending rules set by external funders, the other closes the books. The Assistant Director of Finance holds both simultaneously, managing grant-restricted budgets and reconciliation cycles while keeping internal controls audit-ready for federal monitoring reviews. Program directors and the board depend on this role for financial reporting that is accurate, timely, and traceable to individual funding sources. Few finance positions demand this combination of regulatory fluency and operational ownership below the Director level.

As the Assistant Director of Finance, you oversee the day-to-day accounting operations of a nonprofit organization, ensuring financial activity across multiple grant cycles remains compliant with funder requirements and internal policy. You report to the Finance Director and work directly with program leadership, HR, and the board to deliver reconciliations, budget analysis, and audit-ready schedules on time.

Career Impact: Mastery of federal grant compliance and nonprofit fund accounting positions you for Controller or Director of Finance roles in mission-driven organizations, a credential set that transfers across the entire sector.

Business Impact: Your reconciliations and FSR submissions directly determine whether program funding is released on schedule; a delay here affects service delivery to the clients the organization exists to support.

Growth Opportunity: Exposure to multi-funder budget management, annual audit cycles, and board-level financial presentations builds the strategic finance fluency required for a Finance Director seat.

• Supervise daily accounting functions, verifying transactions are accurately assigned to the correct grant within allowable budget limits.
• Prepare and submit Federal Status Requests and similar fund drawdown documents for the Finance Director's review and funder submission.
• Maintain monthly balance sheet reconciliations and prepare required schedules supporting annual audits and federal monitoring reviews.
• Ensure financial activity across all grants and contracts complies with funder terms, program budgets, and agency policy.
• Prepare monthly management reports for distribution to the leadership team and Board of Directors, providing analytical support as needed.
• Partner with the Finance Director to develop and analyze the organizational budget and individual grant budgets, including spend-down analysis.
• Serve as the liaison between HR and Finance for payroll processing and tax liability submission, acting as a primary internal control.
• Maintain the fixed asset inventory and ensure completion of the annual physical inventory process.

• Bachelor's degree in Accounting, Finance, Business Management, or a related field, or equivalent work experience.
• 5 or more years of accounting or finance experience, with at least 1 year in a nonprofit or federal grant environment.
• Demonstrated experience managing monthly reconciliations and preparing audit-ready financial schedules.
• Working knowledge of Generally Accepted Accounting Principles (GAAP) as applied to nonprofit organizations.
• Proven ability to interpret regulatory, contractual, and grant compliance requirements and translate them into operational action.
• Experience supervising or directing accounting staff, including workflow assignment and performance oversight.
• Strong written and verbal communication skills, with the ability to present financial information to non-finance stakeholders.

• CPA licensure with experience in nonprofit fund accounting and federal grant auditing practices.
• 3 or more years of experience managing federal grant compliance, including FSR preparation and funder reporting.
• Familiarity with nonprofit accounting software platforms and advanced spreadsheet modeling for budget analysis.
• Prior experience supporting board-level financial reporting or presenting to an executive leadership team.

• Monthly reconciliation completion rate, measured as the percentage of balance sheet accounts closed on schedule.
• Audit finding count per annual audit cycle, reflecting the integrity of internal controls and documentation.
• FSR submission timeliness, measured in days from period close to funder submission.
• Grant spend-down variance rate, tracking deviation between projected and actual expenditure against each funded program.
• Payroll processing error rate per pay period, attributable to internal control accuracy at the HR-Finance interface.

• Base Salary Range: $80,000 to $105,000 annually
• Bonus: Modest annual performance bonus where offered; not universal in the nonprofit sector
• Equity: Not typically offered in nonprofit organizations
• Health Benefits: Medical, dental, and vision; employer contribution varies by organization
• PTO: 15 to 20 days annually, plus observed federal holidays
• Common Perks: Flexible scheduling, hybrid work options, mission-driven organizational culture, professional development support

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including employment history and, where applicable, credit history verification, are a condition of employment for this role. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process upon request. Candidates must be authorized to work in the United States.

The Assistant Director of Finance owns the annual budget and quarterly forecasting processes across all operational units, building and maintaining financial datasets and models that support compliance with university policies and grant reporting requirements. Working alongside budget managers throughout the organisation and across university departments, this role ensures the integrity of financial information and enables sound fiscal decision-making at the institutional level.

Key Responsibilities

• Coordinate the annual budget and quarterly forecasting processes for all operational units.
• Prepare detailed income statements for budgeted financial positions and fiscal year-end close.
• Prepare quarterly reporting for central budget offices and external agencies.
• Build, maintain, and update financial datasets and models for associated financial analysis.
• Manage and monitor gift and endowment activity and reporting, ensuring funds are used according to their intended purposes.
• Oversee accurate, efficient, and compliant workflow of all transactional processes across units.
• Manage compliance of financial processes and systems in accordance with university policies.
• Maintain internal controls and the integrity of financial information throughout the organisation.
• Ensure large transactions fit within departmental budgets and comply with relevant policies as primary Level 3 approver.
• Maintain grant reporting, tracking, and reconciliation of indirect cost recovery.
• Maintain and build relationships with budget managers within the organisation and across university departments.

Required Qualifications

• Bachelor's degree or higher in accounting, business administration, finance, or a related field, or an equivalent combination of education and experience.
• Five years of experience in financial management, budgeting, account reconciliations, financial statements, or related financial analysis.
• Experience developing financial reporting and analysis tools.
• Knowledge of financial management or general ledger systems.
• Advanced proficiency in Excel, with the ability to work with large datasets and organise them in a meaningful format, and proficiency in Word, PowerPoint, and Access.
• Strong quantitative and analytical skills, with a solid understanding of accounting principles and procedures.
• Ability to work independently, assess situations quickly, and identify and implement solutions proactively.
• Strong oral and written communication, organisational, and time management skills to handle multiple requests and deadlines effectively.
• Ability to work collaboratively and cross-functionally with sound, independent judgment.

Embedded within the finance department of a hospitality environment, the Assistant Director of Finance delivers month-end financial statements, accruals, and journal entries while overseeing balance sheet reconciliations in accordance with generally accepted accounting principles. Working closely with the Director of Finance, this role develops accounting staff through training programmes and performance reviews, enabling consistent financial results and a high-quality guest experience.

Core Functions

• Prepare financial statements, accruals, and journal entries as part of the month-end process.
• Prepare budgets and forecasts.
• Maintain reconciliations for all balance sheet accounts in accordance with generally accepted accounting principles.
• Develop and deliver staff training programmes to minimise turnover and maintain high morale, with emphasis on individuals qualifying for future advancement.
• Communicate all accounting activities and results to the Director of Finance on a regular basis.
• Prepare performance reviews and development plans, and take appropriate personnel-related actions with accounting staff as required.
• Monitor and control expenses, paying close attention to daily audit reporting and addressing issues that affect both financial results and the guest experience.

Qualifications & Experience

• University degree in accounting or finance preferred.
• Three to five years of previous experience in a finance or accounting department head position.
• Prior experience in a hospitality environment is required.
• Knowledge of current local, state, and federal tax legislation.
• Proficiency in operating computer equipment, with reading, writing, and oral proficiency in English.
• Strong time management skills to meet deadlines and respond in a timely manner.
• High level of integrity, transparency, and an ethical approach to decision-making.
• Strong interpersonal and relationship-building skills, with the ability to work effectively with cross-functional teams.
• Reasonable problem-solving, decision-making, and conflict resolution skills, with the ability to work in a safe, prudent, and organised manner.

Reporting to the Director of Finance, the Assistant Director of Finance leads supervision of Finance Department staff across accounting, auditing, purchasing, payroll, debt issuance, and grant reporting in a municipal government setting. Partnering with department heads, the Mayor, and Village Trustees, this role supports budget formulation and expenditure analysis to ensure sound public finance administration and regulatory compliance.

Primary Duties

• Supervise and direct Finance Department staff across accounting, auditing, purchasing and contracting, cash receipts, payroll administration, debt issuance, tax levy preparation, fixed assets, accounts receivable, accounts payable, inventories, grant reporting, and all other financial transactions.
• Assist and direct staff in human resources, insurance administration, risk management, front counter services, and administrative services, including mail processing and document reproduction.
• Assist with the preparation of historical revenue data and the monitoring of cash flows.
• Assist with the development of budget formulation procedures, including revenues and expenditures, and assist department heads with budget proposals.
• Assist with reviewing expenditure requests and analysing historical expenditure data and fixed asset requirements.
• Attend meetings of the Village Board, Finance Committee, and Pension Boards as needed, and participate in various Village events and functions.
• Interact with department heads, the Mayor, and Village Trustees.

Skills & Qualifications

• Bachelor's degree in accounting, finance, business administration, or a related field.
• CPA designation and/or master's degree in a related field is preferred.
• Three years of experience in municipal finance or a related field.
• Thorough knowledge of the rules and regulations governing municipal accounting, budgetary planning and control, and financial reporting.
• Thorough knowledge of the principles and practices of public finance administration, including accounting, budgeting, collection, investments, and purchasing.
• Thorough knowledge of Tax Increment Financing and Special Service Areas, and extensive knowledge of supervisory practices and techniques.
• Proficiency in Microsoft Office and municipal accounting software, such as MUNIS.
• Ability to understand, interpret, and apply applicable federal and state statutes, local ordinances, and relevant rules and policies.
• Ability to work independently and effectively within the confines of standard operating procedures, with close attention to detail and the ability to communicate clearly and concisely, both orally and in writing.
• Ability to maintain confidentiality, accept constructive criticism maturely, communicate and interact positively with colleagues and members of the public, and function effectively under stress.

Sitting at the intersection of financial management and grant compliance, the Assistant Director of Finance supervises daily accounting functions and serves as the primary internal control to verify that transactions are accurately assigned to the proper grant within allowable budgets. Operating across programme, HR, and finance departments as liaison for payroll processing and grant spend-down support, this role ensures the organisation's financial activity remains aligned with federal grant requirements and overall agency objectives.

Duties

• Supervise and direct staff responsible for daily accounting functions, including acting as the primary internal control to verify transactions are accurately assigned to the proper grant, promptly, and within the allowable grant budget.
• Serve as liaison between HR and Finance departments and act as internal control for payroll processing and tax liability submission.
• Maintain monthly financial reconciliations and prepare required schedules for annual audits and monitoring reviews.
• Ensure financial activity complies with grants, contract terms, programme budgets, and overall agency objectives.
• Prepare Federal Status Requests and other fund request documentation for Finance Director approval and submission to funding sources.
• Maintain the inventory of agency fixed assets and ensure the annual physical inventory is completed.
• Prepare monthly management reports for presentation to leadership and the Board of Directors, and provide analytical support to the leadership team as needed.
• Provide financial advice and support to programme directors on grant budgets and spend-downs to meet compliance requirements.
• Support the Finance Director in developing, analysing, and preparing the organisational budget and individual grant budgets, and analyse agency expenditures to inform budget management.
• Ensure accounting and financial policies, procedures, and internal controls accurately reflect duties performed, and identify areas for improvement in efficiency and effectiveness.

Requirements

• Bachelor's degree in accounting, finance, business management, or a related field, with eight years of experience, or an equivalent combination of education and experience.
• CPA licensure with three to five years of experience in non-profit fund accounting and auditing practices preferred.
• Five years of management experience in a finance or accounting department.
• A minimum of one year of non-profit or federal grant experience required; three or more years preferred.
• Ability to interpret regulatory, contractual, and legal guidance and apply required actions accordingly.
• Ability to work with and manage complex automated systems, analyse system needs, and direct appropriate mechanisms to ensure responsibilities are met.
• Ability to work with and relate to a diverse population of employees, clients, board members, and others.
• Valid driver's licence and reliable daily transportation required.

A key member of the leadership team, the Assistant Director of Finance shapes a financial strategy and framework that supports the organisation's objectives across service delivery and commercial and investment opportunities. Collaborating across functions to ensure compliance with legislative and best practice frameworks, this role builds a culture of strong financial governance and enables effective control of both the revenue budget and capital programme.

Functions

• Establish and implement a financial strategy and framework that supports the organisation's objectives and priorities in service delivery and commercial and investment opportunities.
• Ensure compliance with all relevant legislative and best practice frameworks, and maintain a culture of strong financial governance and control.
• Actively contribute to and support the leadership team in delivering and monitoring the organisation's vision, strategic direction, and core values.
• Ensure the effective control of the revenue budget and capital programme to enhance overall value for money.
• Manage and monitor performance and resources within the function to ensure the delivery of high-quality services in compliance with relevant policies, guidelines, regulations, and national standards.

Experience & Qualifications

• CCAB or CIMA qualification, or qualification by extensive experience.
• Demonstrable experience of leading and managing a finance function.
• Team management and development experience.
• Excellent technical accounting skills and IT proficiency.
• Strong interpersonal and business partnering skills.
• Ability to manage and meet strict deadlines.

Accurate and efficient processing of all accounting-related information depends on the Assistant Director of Finance, who performs daily income audits, reconciles credit cards, cash, vouchers, and invoices, and processes biweekly payroll in accordance with Aimbridge Hospitality standards. Based within the hotel's finance function and reporting to the Director of Finance and General Manager, this role oversees Night Audit personnel and supports department heads in reviewing the general ledger and financial statements.

Accountabilities

• Maintain the Hotel Credit Policy, conduct weekly credit meetings with the accounting team and monthly meetings with the General Manager, and maintain records of approved direct billing accounts.
• Process returned checks and credit card chargebacks, review all bank deposits, due backs, and bank change orders, and maintain the Special Operating Account and Petty Cash Fund.
• Voucher invoices using Purchase Order and Checkbook Accounting procedures and ensure all hotel invoices are submitted to Corporate Accounts Payable weekly.
• Perform the daily Income Audit using the Income Audit Checklist to ensure accuracy of income and flash reports, and ensure the Daily Income Journal is completed each day accurately and submitted to corporate.
• Reconcile credit cards and cash daily, prepare and submit the Corporate Flash Report on specified dates, and complete the monthly checklist and month-end package according to the accounting calendar.
• Monitor Front Office and Night Audit agents' work for proper accounting procedures, and oversee and develop Night Audit personnel in their accounting-related responsibilities.
• Process bi-weekly payroll, ensure new hire paperwork and employee changes are submitted to payroll promptly, compute worked hours for payroll compilation, and apply state and local laws affecting payroll, wage and hour, and taxes.
• Record and monitor associate benefit requests, maintain records storage in accordance with standards, assist in counting food, beverage, and guest supplies inventories, and produce weekly productivity reports.
• Maintain a professional working relationship and open lines of communication with managers, employees, and other departments.
• Assist the Director of Finance and General Manager in reviewing the general ledger and financial statements with department heads, and assist in developing Night Audit staff for promotion.

Technical Qualifications

• An associate's degree with at least three years of related experience.
• Bachelor's degree with at least one year of related experience.
• At least five years of progressive experience in a hotel or related field.
• Supervisor experience required.
• Proficiency in Microsoft Office, including the ability to manipulate spreadsheets, type memos and reports, and handle basic PC issues.
• Ability to convey information and ideas clearly, evaluate and select among alternative courses of action quickly and accurately, and work with financial information, data, and basic arithmetic functions.
• Ability to work well under stress, maintain composure and objectivity under pressure, and handle workplace problems effectively, including anticipating, preventing, identifying, and solving issues as necessary.
• Ability to assimilate complex information from disparate sources and adjust approaches to meet specific needs, and to listen to, understand, clarify, and resolve concerns raised by colleagues and guests.

As the Assistant Director of Finance, this role delivers invoice processing, donation reconciliation, and internal controls development to support the financial operations of a mission-driven non-profit organisation. The finance function relies on this work to provide the Director of Finance with analytical support on operational and strategic priorities, including research into new revenue streams and implementation of efficient file storage and purchasing processes.

Activities

• Process invoices for payment and verify that transactions are in compliance.
• Reconcile donation receipts with philanthropy staff and maintain financial records in compliance with confidentiality and audit guidelines.
• Prepare reports and develop and implement internal controls, policies, and procedures.
• Design and implement processes for file storage, manage the purchasing of office supplies, and handle incoming and outgoing mail.
• Work with the Director of Finance to identify and articulate operational and strategic issue priorities, contribute to the strategic planning process and implementation, and research and analyse potential new revenue streams.

Position Requirements

• Bachelor's degree in accounting preferred.
• Five years of mid-level non-profit accounting experience.
• Minimum two years of experience in non-profit audits and fund accounting knowledge.
• Familiarity with Generally Accepted Accounting Principles (GAAP) and standards affecting non-profit organisations.
• Experience with non-profit accounting software, with Sage Intacct preferred, and proficiency in Microsoft Office.
• Strong people skills with the ability to coordinate the flow of information to and from staff with varying levels of financial and programme experience.
• Strong time management and project management skills.
• Ability to thrive in a fast-paced environment with multiple demands, shifting priorities, and rapid change.