Operation and Finance Manager

Position Summary: The Operations and Finance Manager position is an important member of a small and effective philanthropic organization. This position provides support for operations of the agency including financial administration, human resources/benefits administration, and IT support.   This position provides administrative assistance to the Board of Directors and the Executive Director.

This is shared position with Civic TN (80%) and Action TN (20%). The Operations Director is expected to be an active and supportive team member who lives the values of Civic TN and Action TN.

Responsibilities:

Agency Financial Operations

• Processes accounts payable, expense reimbursements, journal entries, grant payments, and audit confirmation requests
• Prepares & makes deposits as necessary
• Maintains vendor spreadsheet
• Works with CPA on monthly bank reconciliations

• Processes checks when necessary
• Transcribes and prepares Board minutes
• Maintains databases, files, and document storage/retention as outlined by policies and procedures
• Maintains and updates Tennessee tax exemption status and documentation
• Obtains and maintains vendor W-9s and processes 1099s
• Works with CPA to prepare vendor list for Executive Director to review semi-annually from Quickbooks Online
• Supports the organization's annual audit
• Reviews all fiscal policies annually to ensure compliance
• Completes insurance renewals and maintains insurance policies
• Works with legal counsel to complete annual filing with the Secretary of State
• Creates and maintains operations processes documentation/manual 
• Provides technical assistance to nonprofit partners regarding internal controls, as appropriate.
• Participates, as needed, in special organizational projects

Human Resources Support

• Assists the Executive Director with the human resources functions, including acting as backup for payroll approval with an outsourced HR firm
• Ensures new hire paperwork is collected 
• Works with Benefits Provider on annual benefits renewals
• Ensures compliance with 401K plan 
• Communicates annually with employees about deductions and on an as-needed basis about benefits, completes Payroll Change Forms when needed
• Ensures Employee Handbook and policies are equitable and updated 
• Serves as a resource for employees on employee benefits and policies
• Assists in employee professional development and performance review management

IT Support and Management

• Serves as IT liaison (new employee IT set-up, email administrator in GSuite, etc.)
• Communicates and manages outsourced IT provider(s) when there are IT issues 
• Orders, tracks, supports, and maintains organizational IT and A-V equipment.

Essential Skills:

• Demonstrated commitment to racial and gender equity and record of success working with communities of color, women, low-income people, LGBTQIA individuals, and/or other historically underrepresented communities.
• Experience working with and supporting a team. This may include recruiting, hiring, orienting, coaching and providing on-going feedback; performance planning, evaluation and professional development.
• Excellent interpersonal skills.
• Ability to work effectively within a small and diverse team, being both a collaborative team player and a self-motivated initiator.
• Exceptional time-management and planning skills.
• Ability to organize and prioritize workload and meet deadlines.
• Ability to maintain exceptional organization with all records and files.
• Assure 95-100% accuracy in all accounting work; ability to review work and correct errors independently.
• Ability to recognize opportunities for improvement and efficiencies and work with the team to implement them.

Qualifications:

• Previous experience with QuickBooks Online and accounts payable functions is required.
• Two to four years of full-time work experience in bookkeeping, operations, or nonprofit administration is required.
• Experience with a CRM database (EverAction, Salesforce, Salsa, etc.), accounting (Quickbooks, Netsuite, etc.), and/or human resources/payroll software is preferred.
• Excellent written and spoken (English) communication, and robust administrative skills required.
• Computer literacy including MS Office and Google Suite products and database management. Ability to learn other computer applications as needed.
• Experience managing IT and troubleshooting technology issues is a plus.
• Reliable transportation.

Salary Range and Benefits 

• Based in: Tennessee, although we work remotely
• Start date: as soon as possible
• Travel: some in-state travel may be required throughout the year
• Salary: Salary range is $60,000 to $75,000 
• Benefits: Medical, Dental, Vision, 401(k) Retirement Plan with employer match, Basic Life and AD&D Insurance, Voluntary Employee Paid Life and AD&D Insurance, Short Term Disability, Long Term Disability
• Time Off: Full-time employees earn 20 days of vacation leave each year. Paid vacation accrues at the rate of 13.34 hours per month (20 days/4 weeks per year). Full-time employees will also receive two (2) “floating” days of personal leave each calendar year and receive up to twelve (12) days of sick leave per year. Paid sick leave accrues at the rate of one day per month (12 days per year) and does not roll over. Civic TN designates and observes eight holidays per year.