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Au Pair Weekend Program â Financial & HR Coordinator
Job Description & Compensation Plan
The Experiencing America Au Pair Weekend program is seeking an experienced individual to oversee and coordinate the financial and human resource functions of our growing organization which provides intensive academic and experiential weekend programs for international students / au pairs. We are seeking a qualified individual with financial (including some accounting) and business experience and analytical and problem-solving skills to help the organization expand and progress. Website: https://www.aupairclasses.org/
Position Overview
⢠Oversee all financial issues and functions
⢠Be main point of contact for bank accounts, Quickbooks, ADP, credit cards, etc.
⢠Supervise and be main point of contact for financial assistant(s)
Review all financial practices â identifying weak points to improve upon
⢠Ensure City Directorâs (CD) are using budget sheets (review/improve process)
⢠Evaluate financial policies and accounting practices and propose/implement new and improved methods
⢠Analyze expenses - look for ways to cut costs (including identification of better alternatives)
⢠Dropbox - negotiate a deal for all of our accounts or alternatives
⢠Compare different cities, categories and student/staff ratios, etc.
⢠Identify fees paid for credit cards, banking, payroll, transactions, etc.
⢠Work with customer service director to resolve any charge backs
⢠Review all revenue to ensure all payments are being received in timely manner
⢠Review credit cards expenses quarterly (supervise financial assistant who processes)
⢠Review and improve receipt collection and compliance processes
⢠Help design a bonus/incentive system (based on weightings/formula)
⢠401k and profit sharing - enrollments, adjustments, allocations, etc.
⢠1099 vs. W2 and understanding state rules, filings, etc.
⢠Financial possibilities / improvements
⢠Identify options for getting cash to CDâs and to track cash spending across cities
⢠Best (efficient/inexpensive) ways to collect payments (Explore Venmo business)
⢠Determine ideal credit card strategy â best for points/benefits, costs, etc.
⢠Fraud prevention â consider âpositive payâ at Chase and other strategies
⢠Partnership agreements and contracts
⢠Keep our contracts up to date; perhaps helping to renegotiate in the future
⢠Registration system agreement (analyzing costs and ways to save)
⢠Business liability policies (determine if sufficient and appropriate for organization)
⢠HR Coordinator
⢠Hiring paperwork for all staff - work with CDs to ensure all staffing needs are met
⢠Ensure we have an updated employee handbook that is in compliance with ADP
⢠Become aware of any compliance issues and best practices to implement
⢠Marketing analysis (relating to cost/benefit; identifying how to measure, etc.)
⢠Manage all tax issues (work with CPA and ADP as needed; ensure quarterly payments are made as well as liaison for annual filings, etc.)
⢠Oversee payroll and look for the best system for creating, implementing, and tracking evaluation and reviews including raises and bonusesIdentify any required trainings and ensure we are providing anything necessary (e.g. new sexual harassment training requirements in CA and whether they apply to APW)
⢠Other analytical and quantitative-related projects as needed
Compensation
⢠Orientation for month of February â Approximately $15/hour for orientation and training to learn about APW, our systems, etc. This would also include participating in some of our leadership retreat meetings and activities between February 28-March 2. There would be at least one meeting required and it would necessitate working with director 2-3 hours to prepare for meeting in advance. Most of the training would be self-study that would include significant independent research.
⢠$20-25/hour from end of orientation period through August (additional training/ramping up period).
⢠Re-evaluate position, description and compensation for adjustment beginning September 1, 2019; Likely increase of 5-10% after first review.
⢠Re-evaluate again in early January 2020, and an annual review and raise increase to be determined by early January based on performance and adjustments to responsibilities.
⢠Exploration of cost-savings sharing ideas (receiving bonuses/incentives for finding ways to save the organization money and increase revenue.
⢠Option: The position could be W2, and if so, be eligible for retirement and profit-sharing benefits (however, this does require a minimum of 1000 hours of work annually, approximately half-time); Alternatively, the position could be 1099 if there was a personal benefit to that. If so, raise amounts in the future could potentially be higher to off-set employee taxes paid by APW; that said, it feels more like a W2 position in the long run (share any preferences about which status is preferred).
⢠Position would likely transition from Financial/HR Coordinator to Financial/HR Director by 2020.
Proposed Work Schedule
⢠10-20 hours/week (average of 15) initially and re-evaluated at each review period.
⢠Timing and location of work is completely flexible and may require coordination with financial assistant and director on an as needed basis for any collaborative work.
⢠The position may increase over time in weekly time commitment, but not anticipated to exceed a ¾ time position (or be less than ¼ time) and would always remain as flexible as needed.
⢠Additional financial assistants could be hired and trained as needed to assist with increased work load and any work that could be delegated and supervised.
⢠APW is seeking someone interested in growing with the organization long-term and who has an interest in maintaining involvement over time and is committed to creating a win-win arrangement.
⢠Incumbent is expected to treat financial information as confidential and use discretion in disclosing.
