Finance & Operations Director

Please send your cover letter, resume and professional references by December 2, 2024 to Robin Alli Gallite at rgallite@redlineart.org. No calls please.

JOB TITLE: Finance & Operations Director 

REPORTS TO: Deputy Director 

TYPE: Full-time exempt pay (on-site at RedLine) 

PAY: $65,000 - $75,000

SCHEDULE: Mondays (work from home) Tuesday-Friday (on-site at RedLine) with variable other hours for public programs including exhibition openings and all-call events (e.g., EPIC Gala, One Square Foot Annual Art Sale, and 48 Hours Bi-Annual Summit).

RedLine is a contemporary art center with a mission to foster education and engagement between artists and communities to create positive social change. RedLine believes art has the ability to shift perspectives, create dialogue, and at its best, call people to action. 

RedLine holds true to the following organizational values: 

1. Community Responsive 

2. Approachable 

3. Bold and Visionary 

4. Deeply Connected 

5. Artist-Focused 

RedLine’s main facility of 22,000 square feet includes a main exhibition hall with 12-15 curated exhibitions per year, 13 resident artist studios (a two-year residency program that includes free studio space), a Community Studio for educational programing and community convenings, a Project Space responsive to evolving programming, and a library with a collection of 8,000 books on art and art history.

Applying a community-responsive model by listening to our local communities of all ages, we co-create innovative solutions to social challenges alongside artists, housed and unhoused, emerging and seasoned, with these strategic program areas: Artists-in-Residence Program, Arts Education, Exhibitions, Community Programming, Regranting, and Satellite Locations. 

The Finance and Operations Director is part of RedLine’s leadership team (Executive Director, Deputy Director, Education/Community Director and Development Director) and is responsible for ensuring the financial health and sustainability of the organization through accurate, equitable, and well-organized accounting and business functions.

The Finance and Operations Director will work with the leadership team to ensure the organization can run smoothly to fulfill our mission through the following high-level responsibilities: 

1. Oversee our Accounting by performing all basic bookkeeping functions, including accounts payable, accounts receivable, cash receipts, and payroll entries with thorough understanding of GAAP standards and best practices for nonprofit accounting. (Time allocation: 60%) 

2. Manage Transactional Human Resource Functions of payroll and benefits administration, state and federal compliance and internal compliance with policies and procedures. (Time allocation:10%) 

3. Oversee Business Functions through well-maintained recordkeeping systems, upkeep, facilitation and improvement of evolving HR processes, timely and accurate filings and responsiveness to requests from staff and auditors. (Time allocation:15%) 

4. Office & Facilities Management through oversight of operation staff and contractors to ensure the facilities and operations are running smoothing efficiency and are financially sustainable. (Time allocation:15%) 

All Staff: Engage in IDEA (Inclusivity, Diversity, Equity, Access) work with the staff, board, resident artists, and our communities to reinforce and grow our internal and external culture in which all programs, policies, partnerships, practices, and trainings are antiracist through actively identifying and fighting against white supremacy. 

RedLine’s five year strategic plan runs from 2023-2028. 

Job Responsibilities include: 

Accounting/Budgeting

• Manages accounts payable, including timely entry and payment of invoices, review of classification and coding, documentation and approvals, and upkeep of vendor files including 1099 contractor details.

• Facilitates a bi-monthly bill pay process with Deputy Director and Executive Director. 

• Manages accounts receivable, including preparation and electronic distribution of outgoing invoices (grants, regranting satellite initiative, group admissions, and FEMA) and regular review of outstanding receivables. 

• Support RedLine’s Fiscal Sponsorship & Satellite Initiative program, including accounts payable , check requests/expenses, and quarterly reporting for project and grant submission needs in collaboration with Fiscal Sponsorship & Satellite contract bookkeeper. 

• Prepares and records adjusting journal entries, cash deposits, electronic deposits and in-kind donations; records cash disbursements; records electronic transfers initiated by Executive & Deputy Director. 

• Completion of monthly reconciliations and generation of reports (bank and Paypal/Venmo) and credit cards; follows up on missing entries/documentation along with tracking and periodically reconciles A/P and A/R. 

• Assist staff through budgeting and expense submission processes; provide department quarterly expense reports, forms for multi-step approval expense submissions, and provide templates for annual budgeting process. 

• Assist in ongoing standardization and improvement of accounting processes and procedures. 

• Reports receipt of contributions to Development Director and Executive Director to facilitate prompt recognition and acknowledgement process. 

• Coordinates preparation for annual audit and delegates responsibilities to appropriate staff; prepares schedules and accounting records; acts as primary staff contact during audit fieldwork. 

Transactional Human Resources 

• Support Leadership team in management of staff to adhere to internal policies laid out in the employee handbook including staff evaluation and review process. 

• Manage internal communication related to policies and procedures outlined in the employee handbook. 

• Oversee job searches, onboarding, new employee orientation and offboarding.

• Ensure state and federal compliance of HR policies and procedures.

• Primary point of contact for Mountain States Employers Council for HR compliance and Employers Council.

• Oversees bi-monthly payroll through paychex and manage benefits administration including Health Insurance and 403b retirement plan.

Business Functions

• Prepares and remit all federal, state and local filings, including 1099/1096, Form 1190, Form 5500, annual registration with Colorado Secretary of State. Assist with preparation of 990, as needed with designated CPA. 

• Support the development of annual budgets by providing necessary reports and spending to Directors. 

• Supports in the management and improvement of staff budget and expense internal control processes. 

• Assists in tracking of grant funding/spending, of restricted/unrestricted funds, of specific programs as needed; provides periodic reports to staff and reviews reports with staff for accuracy. 

• Tracks office and general event supplies; places regular orders to replenish and maintains and updates vendor accounts and contact.

• Assists in management of organizational files including business contracts, communications records and other documentation. 

• Office management technology support and main troubleshooting contact for issues that may arise. 

• Recommends systems for file share and security measures for safe and secure record keeping and internal controls. 

Office & Facilities Management 

• Manage vendor identification, engagement, and contracts. 

• Manage facilities budget and maintenance schedule for office and facilities service calls, required testing and follow-up compliance. 

• Oversight of digital and physical file management, business contracts and retail sales. 

Administrative

• Be part of the leadership team (Executive Director, Deputy Director, Education/Community Director and Development Director) through bi-monthly meetings and engage leadership in financial responsibility and sustainability. 

• Participate in weekly check-ins with Deputy Director and monthly check-ins with with Executive Director 

• Participate in staff meetings, team meetings, strategic planning, staff retreats and special events. 

Qualifications:

The ideal candidate has a solid background in nonprofit bookkeeping with Quickbooks online proficiency, office management and human resources experience and/or training, as well as experience in fiscal sponsorship and regranting/restricted accounting.

All candidates must have 3-5 years of work experience in bookkeeping, preferably with additional experience in business/office/operations management. 

Education 

A Bachelor’s degree in Accounting is preferred, or a Bachelor’s degree in a different field like business management combined with accounting training and experience will also be considered.

Professional Qualifications 

An optimal candidate is an excellent bookkeeper and an experienced office/business manager who is responsible, organized, and thorough, and who can both attend to critical details while also keeping a bigger organizational picture in mind. Experience with accounting software is a must; experience with QuickBooks/QuickBooks Online is strongly preferred. A robust working knowledge of GAAP standards for nonprofits is also required. Additional experience with POS software, donor management software, IT / IT troubleshooting are a plus, as are experience with art, education and/or community organizations and with under-resourced populations. 

To successfully fulfill this position’s responsibilities, the individual must be a detail-oriented self-starter with a can-do attitude, who can bring graciousness, flexibility and commitment to collaboration in a busy office environment. An optimal candidate is an excellent manager of people with the expertise to cultivate the unique skills of each team member and help to problem-solve around their challenges. 

RedLine has a unique work environment and to ensure each staff member’s success, we seek a candidate that can thrive best in RedLine’s culture. 

Culture Statement: RedLine values your happiness, abilities, creativity and contributions and we work together to create an environment where we can all thrive. Every member of our team is a true believer in RedLine’s core purpose, motivating and pushing us all forward together to deliver on its promise.

RedLine is lots of things, but there are a few things we know we never want to be: exclusive, boring, or siloed. To flourish in this environment, it is vital that you, as a team member, bring your ability to perceive what’s needed to help RedLine succeed, and to care enough to take self-directed action to support that success.

RedLine offers a supportive setting that enables you to choose how to set your work/life priorities. This flexibility is possible because we trust and expect of each other that each of us will be self-starters who can work both independently and collaboratively to be accountable to the results of our roles. 

Benefits include health care and cell phone reimbursement, participation in the organization’s 403(b) retirement plan with a 4% company match, paid vacations, sick time, and holidays. 

Please send your cover letter, resume and professional references by December 2, 2024 to Robin Alli Gallite at rgallite@redlineart.org. No calls please.