CAROLINE HELPINSTILL
Williamsburg,Virginia
Summary
Professional finance leader with extensive experience in financial planning, budgeting, and analysis. Known for driving financial performance and fostering collaborative team environments. Reliable and adaptable, focused on delivering results through strategic financial management.
Overview
17
17
years of professional experience
1
1
Certification
Work History
DIRECTOR OF FINANCE
Hampton Roads Academy
05.2024 - Current
- Oversee $13M operating budget and $30M in assets, managing endowments, restricted gifts, and deferred income streams.
- Lead all accounting, forecasting, and reporting operations, ensuring regulatory compliance and financial accuracy across all departments.
- Enhance financial performance by conducting detailed analysis of expenditures and revenues, optimizing cost management.
- Reconcile monthly investment and donation activities, ensuring accurate tracking and proper fund allocation.
- Core member of the Senior Leadership Team, reporting directly to the Head of School and supervising Facilities, HR, Accounting, Auxiliary Programs, IT, Clinic, and Reception.
- Collaborate with the Board of Trustees, serving as liaison for Finance, Endowment, and Buildings & Grounds Committees.
- Lead the recruitment and hiring process for key department roles, building a strong, high-performing team.
- Streamline financial operations by implementing new budgeting and forecasting systems, improving efficiency and decision-making.
- Manage multiple audits, ensuring timely, accurate financial reporting with no discrepancies or delays.
- Introduce automation solutions, eliminating manual processes and increasing departmental efficiency.
ACCOUNTING & HR MANAGER
Hampton Roads Academy
01.2022 - 05.2024
- Advised department and division heads on budget planning and spending, ensuring alignment with financial goals.
- Developed and implemented a standardized internal budget reporting system, improving clarity and consistency across departments.
- Reviewed enrollment agreements, vendor contracts, and purchase orders to ensure legal compliance and mitigate risk.
- Recorded and allocated $1.5M in gifts, managing fund allocation and determining pledges receivable.
- Conducted salary and compensation analysis, ensuring compliance with Wage and Hour Laws and resulting in fairer compensation packages for 4 teachers and 3 staff members.
- Led HR compliance efforts, attending training and debriefing updates to the CFO. Developed and updated personnel policies, including a comprehensive employee handbook covering federal and state requirements.
- Served as Title IX Coordinator, overseeing compliance and addressing related issues within the school.
- Collaborated with independent auditors, providing necessary schedules, statements, and analyses for financial, retirement plan, and worker’s compensation audits.
- Maintained payroll and benefits for employees in various locations, minimizing financial discrepancies through detailed program management.
ACCOUNTANT
Hampton Roads Academy
05.2018 - 01.2022
- Processed accounts payable and reconciled expense accounts, ensuring accuracy and timely financial reporting.
- Led the migration to automated payroll and benefits systems, reducing errors while enhancing flexibility and transparency for employees.
- Designed and implemented streamlined onboarding processes for all new hires, improving efficiency and consistency.
- Coordinated receipt of Payroll Protection Loan, ensuring full forgiveness by accurately tracking expenses and submitting timely reports.
- Developed financial documentation for state and local pandemic assistance programs, facilitating timely support and compliance.
- Managed biweekly and monthly payroll for 160 employees across multiple cost centers, ensuring accuracy and timeliness.
- Audited and updated personnel records, ensuring compliance with all relevant regulatory requirements and improving record-keeping processes.
ACCOUNTANT
Williamsburg Health Foundation
09.2015 - 10.2016
- Performed complex general accounting tasks, including journal entries, account analysis, and balance sheet reconciliations for $6.5M in assets.
- Calculated monthly grant expenditures and net asset values, ensuring accurate financial reporting.
- Served as HR liaison, managing employee benefit plans, updating policies, and overseeing benefits enrollment and timekeeping functions.
- Compiled and presented monthly financial and operational reports, providing key insights to leadership.
- Prepared schedules and documentation for submission to external auditors, ensuring timely and accurate audits.
- Represented staff on finance, operations, and audit committees, offering strategic insights and supporting decision-making.
DIRECTOR & CO-FOUNDER
Peninsula Pet Pantry
01.2009 - 01.2015
- Launched and managed a nonprofit organization, serving 600+ clients annually.
- Oversaw financial management of a $60,000 annual budget, while coordinating operations across four distribution centers and 40+ donation points in the Peninsula, Williamsburg, and Gloucester areas.
- Developed an efficient case management system to track client data, distribution schedules, services provided, and inventory levels.
- Researched and secured $10,000 in grant funding, writing successful proposals for cash awards.
- Created promotional and marketing materials for social media, websites, and print media, raising awareness among donors and the community.
- Drafted and filed all required documentation for organizational setup and 501(c)(3) status, ensuring full legal compliance.
Education
B.S - Accounting and Business Administration
Christopher Newport University
Newport News, VIRGINIA08.1996
Skills
- Financial reporting and analysis
- General ledger accounting
- Business process improvement
- Financial forecasting
- HR policies and procedures
- Benefits and compensation management
- Blackbaud NXT, FE, Raisers Edge
- Microsoft Office & Google Suite
Certification
- CPA 1998
- Paralegal Studies, 2016
Timeline
DIRECTOR OF FINANCE
Hampton Roads Academy
05.2024 - Current
ACCOUNTING & HR MANAGER
Hampton Roads Academy
01.2022 - 05.2024
ACCOUNTANT
Hampton Roads Academy
05.2018 - 01.2022
ACCOUNTANT
Williamsburg Health Foundation
09.2015 - 10.2016
DIRECTOR & CO-FOUNDER
Peninsula Pet Pantry
01.2009 - 01.2015
B.S - Accounting and Business Administration
Christopher Newport University
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