Finance and Operations Manager

The Finance and Operations Manager supports the administrative, financial, and operational functions of the Foundation, providing critical bookkeeping, financial reporting, and office management. Reporting to the Executive Director, the role also collaborates with the Director of Philanthropy on project work and report generation.

Key Responsibilities:

Financial Management:

• Manage accounts payable, including entering invoices, preparing vendor checks, and maintaining records of payments and 1099s.
• Administer accounts receivable by processing deposits, recording donation revenue, and reconciling pledges.
• Oversee journal entries, daily financial transactions, and trial balance reviews.
• Perform monthly reconciliations for bank and investment accounts, credit cards, and petty cash.
• Prepare financial reports for the Executive Director, Finance Committee, and Board of Directors.
• Prepare and monitor the Foundation’s annual operating budget in collaboration with senior staff and Finance Committee.
• Ensure accurate preparation of audited financial statements and IRS Form 990; coordinate with external auditors.
• Develop, implement, and maintain finance policies and procedures in compliance with accepted practices.
• Maintain accurate records of investments and fund distributions.
• Work closely with the Treasurer, holding monthly meetings to review financials and address any key issues.

Payroll and Human Resources:

• Work with Paychex to process semi-monthly payroll and maintain employee records, including vacation and sick leave.
• Support onboarding for new staff and trustees.
• Working with Paychex HR, administer HR policies, employee handbooks, and ensure compliance with internal controls.

Grant and Program Administration:

• Manage grant processes, including award notifications, payments, monitoring progress reports, and maintaining historical records.
• Prepare financial and progress reporting for incoming and outgoing grants.
• Support programmatic and community outreach events with invoicing and reporting.

Office and Operations Management:

• Maintain organizational policies, procedures, licenses, and permits.
• Oversee office supply procurement and equipment maintenance.
• Organize and manage administrative and financial records.
• Ensure operational efficiency and compliance by documenting and refining systems.

Reporting and Collaboration:

• Reconcile QuickBooks with donor management systems (e.g., Raiser’s Edge) monthly.
• Serve as a liaison with banks, insurance brokers, accountants, and investment advisors.
• Present financial updates and reports during Board and committee meetings.
• Support Director of Philanthropy with project work and donor reporting.
• Oversee the Finance Committee, including scheduling and managing quarterly meetings, preparing materials, and recording minutes.

Other Duties:

• Provide backup support for other roles as needed.
• Support event planning for fundraising campaigns.
• Participate in special projects, events, and initiatives.

Qualifications:

Education and Experience:

• Bachelor’s degree in accounting, finance, or related field.
• Minimum of 3 years of accounting or bookkeeping experience; non-profit experience is highly preferred.
• Strong knowledge of general ledger, banking, job cost accounting, accounts payable, accounts receivable, fixed assets, and nonprofit taxes and registrations.
• Understanding of nonprofit accounting and Generally Accepted Accounting Standards (GAAP).
• Advanced proficiency in QuickBooks and Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience with donor management systems like Blackbaud or similar is a plus.

Skills and Competencies:

• Strong organizational and multitasking abilities to manage diverse projects and meet deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with tact and discretion.
• Strong interpersonal skills to build effective relationships internally and externally.
• High attention to detail and accuracy.
• Knowledge of payroll systems (e.g., Paychex) and automation tools is a plus.

Work Environment and Conditions:

• Full-time, exempt position (Monday through Friday).
• Office-based role with occasional meeting and event attendance.
• Requires the ability to manage multiple priorities in a dynamic non-profit environment.

External Contacts:

• Limited contact with the public, including community organizations, Board of Directors, administrative staff, volunteers, and donors.
• Collaborates with external vendors, auditors, and financial institutions to ensure smooth operations.

Compensation and Benefits: Salary commensurate with education and experience.

This exempt position comes with a comprehensive benefits plan that includes medical payout, dental, vision, life insurance, a 401(k) retirement plan, and generous PTO program.

This listing is open until filled.

How to Apply: Send resume with cover letter to Kim Martin at kim@mediconefoundation.org