Chief Financial Officer/Chief Operations Officer Job Description
Tucson Hebrew Academy
3888 E. River Road
Reports To: Head of School
Wage/Hour Status: Exempt – 1.0 FTE
Date Revised: October 2021
The Chief Financial Officer/ Chief Operations Officer is a senior-level leadership position acting as a strategic partner to the Head of School, Board of Trustees, and senior leadership team. The CFO/COO provides the leadership, management, and vision necessary to ensure that Tucson Hebrew Academy has the proper operational controls, administrative and reporting procedures, and staff resources in place to effectively manage the organization and to ensure financial strength and operating efficiency with the ultimate goal of supporting the academic learning environment. The position has oversight in the areas of financial management, human resources, building and grounds maintenance, property management, risk management, school safety and emergency preparedness, and food services. The position also supports JETCO as the contracted Director of Finance for that organization, with a percentage of the salary paid by JETCO through a contractual agreement.
- Directly manage day-to-day business operations of organization, including accounts receivable and purchasing/accounts payable functions for both THA and JETCO.
- Direct supervision of Accounting Assistant, Payroll Clerk, Kitchen Staff and Maintenance Staff.
- Act as liaison between organizations and vendors or customers, whether internal or external.
- Work with Head of School and Board of Trustees to create organizational policies, procedures, and controls to ensure compliance, protect assets, and maximize organizational effectiveness.
- Work with Head of School and applicable committees to create controls and procedures to support policies established to safeguard assets.
- Work with Head of School and Finance Committee to prepare annual budget.
- Act as lead staff liaison with the Board Finance Committee.
- Oversight and preparation for annual audits of both THA and JETCO.
- Preparation of all required information for Form 990 informational tax returns for both THA and JETCO.
- Preparation of enrollment contracts, working with Director of Admissions regarding each family approved.
- Oversight of tuition assistance request process, from application to final award from STO.
- Ensure timely and compliant reporting to all regulatory agencies, including preparation of 1099s, Form 5500, AZ Department of Revenue yearly STO reporting.
- Represent THA in relationships with peers at the JFSA and JCF, as well as the Federation PAC and others as required.
- Maintain relationships with bankers, insurance providers, attorneys, auditors, and other similar providers.
- Preparation of quarterly financial statements, with reporting to the Board of Trustees and the Federation PAC.
- Facilitate risk management components.
- Serve as a member of the Communications Team along with the Principal and the Director of Advancement.
- Serve as a member of the Grant Writing Team along with the Head of School and Director of Advancement.
- Attend trainings on an annual basis to remain current on laws, requirements, and trends surrounding financial and human resources management of organization.
- Ensure all HR systems, including hiring and onboarding of staff, benefits selection and management, employee payroll data, maintenance of HR records, and staff handbook are efficient and effective.
- Prepare yearly employment contracts, working with Head of School on specific contractual components.
- Prepare and update job descriptions in conjunction with Head of School and department heads.
- Manage yearly open-enrollment benefits process, as well as employee benefits needs throughout the year.
- Establish system to ensure accurate and timely preparation of twice-monthly payroll and associated retirement plan contributions.
- Facilitate background checks of new staff and volunteers, as well as ongoing compliance with fingerprint reporting requirements.
- Facilitate and supervise hiring process, including placement of advertisements, background checks and reference calls, and new employee paperwork.
- Maintain and update employee handbook, working with Head of School and Principal.
- Maintain and safeguard employee records as required by federal and state laws and policies established by the THA Board of Trustees.
Property Management/Building and Grounds Maintenance
- Ensure buildings and grounds are safe, clean, well-maintained, and efficiently operated.
- Direct supervision of Maintenance Lead and Evening Custodian(s).
- Work with Maintenance Lead and Evening Custodian(s) to establish procedures to ensure efficient and effective daily, weekly, monthly, and yearly building maintenance practices.
- Work with Maintenance Lead to address building issues of immediate concern.
- Act as lead staff liaison with the Board Building Committee.
- Work with Building Committee to create a plan for ongoing capital maintenance over the years, as well as major building construction or maintenance contract decisions from year to year.
- Work with contractors and vendors to ensure ongoing maintenance of existing facilities and oversight of new projects.
- Provide back-up support for maintenance team in cases of large events.
School Safety/Emergency Preparedness
- Oversight of emergency preparedness drills.
- Work with Director of IT to maintain security and fire safety systems, as well as maintaining established vendor relationships with providers.
- Act as lead staff liaison with the Board Security Committee.
- Work with Security Committee (sub of Building Committee) to ensure security procedures are in place to protect students, staff, visitors, and facilities.
- Provide oversight to ensure effective management of lunch program.
- Direct supervision of Co-Chef/Kitchen Managers.
- Oversight of online lunch management system.
- Work with Chefs, HOS, and parent committee to ensure the preparation of high quality, nutritional meals with appeal to students.
Skills and Qualifications
- Bachelor’s degree in Accounting, Business Management, or a related field.
- Minimum 7 years’ professional work experience in a similar field and demonstrated success in business or non-profit management.
- Working knowledge of Microsoft Office Suite and Quickbooks, as well as a general aptitude for systems.
- Demonstrated experience in successfully managing staff members.
- Strong organizational skills and the ability to handle multiple tasks efficiently and effectively.
- Strong work ethic, positive attitude, and willingness to perform tasks assigned.
- Background checks required.
- Must have a current COVID-19 vaccine card or be able to qualify for a medical or religious exemption.
All Tucson Hebrew Academy employees are required to follow the policies, procedures, practices, and expectations detailed in the most recent Employee Handbook and the Parent/Student Handbook. Both handbooks will be made available to employees at the time of initial hire, and subsequently at the beginning of each school year.
Required Skills, Knowledge, and Abilities
- SKILLS are required to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include communicate effectively both orally and in writing; appropriately manage programs and work with people; problem solve a variety of issues and utilize technology and software programs.
- KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include principles, techniques, strategies, goals and objectives of non-profit finance, human resources, and operations; procedures, methods, and strategies of organization management and supervision; human relations strategies; conflict resolution strategies and team building principles and techniques.
- ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: working as part of a team; adapting to changing work priorities; communicating with diverse groups; displaying tact and courtesy; establishing and maintaining effective working relationships; being attentive to detail; maintaining confidentiality; meeting deadlines and schedules; setting priorities and working with constant interruptions. Responsibilities include working under limited supervision using standardized practices and/or methods; directing other persons within a department, large work unit, and/or across several small work units; and supervising the use of funds. Utilization of significant resources from other work units is routinely required to perform the job’s functions. There is a continual opportunity to significantly impact the organization’s services.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
While performing the duties of this job, the employee is regularly required to see, talk and hear. The employee frequently is required to stand; walk; sit at a desk; type and use a computer; use hands to finger, handle or feel; and reach with hands and arms. This job may occasionally require setting up for events or moving items weighing 20 pounds or less from one location to another.
Position Type/Expected Hours of Work
This is an exempt position. This position may require long hours and frequent weekend work.
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.
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.