Operations Manager

General Summary:

The Operations Manager is responsible for overseeing the agency’s day-to-day operations, ensuring efficiency and compliance across human resources, administration, finance, and donor management. This role supports the Executive Director (ED) by managing employee benefits, vendor contracts, IT and office equipment, facility maintenance, and regulatory compliance. The Operations Manager also handles financial documentation, grant reporting, and donor database management. Additionally, this role plays a key part in fundraising logistics, community outreach, and crisis response, ensuring the agency runs smoothly and continues to provide essential services to the community.

Salary: $45,000 – $50,000

Schedule: Monday-Friday from 8:00AM – 4:30PM, however, these hours may fluctuate as needed.

Essential Functions:

Human Resources & Employee Administration

• Ensure new employee insurance paperwork and to this submitted to the agency’s broker.
• Process COBRA paperwork for departing employees and discontinue health benefits as needed.
• Maintain an up-to-date record of staff hire and termination dates in the Leadership drive.
• Obtain and manage the agency’s annual benefits contract, coordinating enrollment sessions for health, vision, dental, and disability benefits.
• Assist the ED in maintaining the agency’s HR and Operations manuals.
• Manage the Operations Internship Program, including recruitment and supervision of interns.

Operations & Administrative Support

• Oversee corporate and business operations, ensuring compliance with legal, regulatory, and funder requirements.
• Perform maintenance tasks and coordinate with contractors for necessary repairs.
• Maintain service contracts and manage agency maintenance, IT, office equipment, security, telephones, and computers.
• Track and manage inventory of all agency-owned equipment.
• Train employees on basic IT and facility equipment use.
• Conduct an annual review of office equipment contracts, recommend changes, and facilitate contract renewals and equipment upgrades.
• Handle confidential materials, including personnel and salary records, with discretion.
• Attend monthly all-staff meetings, take minutes, and participate in other meetings as directed by the ED.
• Pick up and distribute mail three times a week per agency procedures.

Donor & Fundraising Support

• Serve as the lead administrator for DonorView, maintaining donor records, tracking donations, and ensuring timely acknowledgments.
• Oversee administrative aspects of fundraising to include maintaining correct and viable donor list, managing database accurately, and organizing logistics of campaigns.
• Track and manage in-kind donations, ensuring proper documentation.
• Distribute the agency’s annual report and newsletters through DonorView.
• Prepare contracts and invoices for subcontractors and vendors, ensuring proper tax documentation.

Financial & Grant Management

• Manage the storage and organization of financial paperwork, including invoices, payroll records, insurance documents, and donor records.
• Collect weekly invoices, credit card receipts, and reimbursement requests; ensure proper coding and timely submission to the Finance Manager.
• Print and process checks for vendor payments, ensuring timely mailing.
• Manage IRA account enrollments and coordinate with the Finance Manager to ensure accurate payroll deductions.
• Support the ED with grant reporting and compliance.
• Assist with financial audits, 990 preparation, and donor record organization.
• Complete weekly physical bank deposits.

Community Outreach & Advocacy

• Support and attend FRIENDS, Inc. special events and functions.
• Represent FRIENDS, Inc. in a positive and professional manner in the community.
• Assist with speaking engagements to educate the public on the agency’s services and operations.
• Maintain confidentiality in handling sensitive organizational and client information.
• Answer the 24/7 crisis hotline, provide referrals, and complete necessary database entries in Osnium.
• All other duties as assigned.

Education, Experience, and Skills

• Bachelor’s degree in Business Administration, Nonprofit Management, Human Resources, or a related field preferred. Equivalent work experience may be considered.
• Valid Driver’s License and Drivers Insurance
• Minimum of 1 year of experience with office management, operations management, human resources, finance, or nonprofit administration.
• Proficiency in computer functions and Microsoft Office Suite (Excel, Word, Outlook) and database management systems.
• Strong problem-solving skills with the ability to work independently and with initiative.
• Basic understanding of financial processes, including payroll, budgeting, contract management, donor management, and invoicing.
• Knowledge of HR practices, employee benefits administration, and confidentiality protocols.
• Excellent communication skills; cultural competence and the ability to interact with diverse populations.
• Strong self-motivation and organizational skills to manage a variety of diversified tasks in a timely manner.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• Why do you feel you are a good fit for this role?

Experience:

• Operations: 1 year (Required)

Ability to Commute:

• West Bend, WI 53095 (Required)

Ability to Relocate:

• West Bend, WI 53095: Relocate before starting work (Required)

Work Location: In person

Salary : $45,000 - $50,000