Accounting & Operations Manager

PENCIL’S MISSION, VISION, AND CORE COMMITTMENTS:

PENCIL links community resources to Nashville Public Schools to help young people achieve academic success and prepare for life.

PENCIL exists to create a world where Metro Nashville Public School (MNPS) students and teachers have equitable access to resources and opportunities, empowering students to succeed now and in the future. We will do this by creating a community that respects the unique perspectives and experiences of all stakeholders through proactive listening, continuous learning, and tireless advocacy for every student.

Our work is guided by the needs of MNPS, is student centric, and is achieved through intentional partnerships and tangible engagements.

As the PENCIL team, we will:

·       Be collaborative and inclusive —By encouraging conversations that amplify and uplift the voices of all students and communities, especially those marginalized by inequitable systems.

·       Act with transparency and integrity — By striving to continually educate ourselves, intentionally recruit and retain diverse staff and stakeholders, and encourage everyone to share their authentic perspectives and experiences to our work.

·       Demonstrate kindness and gratitude— By valuing the unique experiences that each student, staff, and community member bring to our work.

POSITION SUMMARY:

The Accounting & Operations Manager supports the accounting, human capital, and operations functions for PENCIL. Responsibilities are both very detail-oriented and time-sensitive. Additionally, this position helps to ensure the recording of sound financial data and continued strong operational infrastructure for PENCIL.  The ability to quickly take direction, pay close attention to detail, and execute tasks independently are critical to success in this role. A successful person in this role will bring knowledge of basic accounting principles, a passion for supporting staff in collaboration with the Director of Finance, and an eye for detail.

ESSENTIAL FUNCTIONS:

Accounting & Finance Support – 50-65%

·       Enter, review, and post properly approved invoices and credit card transactions in the accounting system and prepare checks for payment on a weekly basis

·       Reconcile staff credit card transactions against the online statement on a weekly basis; follow up with staff to gain information needed to enter and process valid transactions

·       Safeguard deposit items and make timely bank deposits

·       Enter, review, and post deposits in the accounting system on a weekly basis

·       Process bi-weekly payroll for /-25 staff members; process includes data entry and calculation in accounting software; transmission of ACH files; payment of payroll taxes and other benefit payments

·       Routinely update personnel and payroll details in the accounting software to assure all details are completed and accurate to easily facilitate payroll and employee transitions

·       Prepare monthly invoices for contracts/grants

·       Maintain electronic and physical financial files per defined protocols

·       Order credit cards for new staff

·       Complete other special or seasonal assignments as needed such as audit support, budget support, specific financial statements for funders, etc. 

·       Review and correct data entry, as needed, to ensure 95% accuracy

·       Perform other functions as assigned

HR Support – 25-40%

·       Ensure all HR paperwork is organized, accurate, and complies with federal, state and local regulations

·       Guide enhancements to staff experiences by facilitating staff gatherings, holiday events, and surveys and recruit outside experts to deliver professional development and/or training to staff pro bono

·       When new positions open, support the hiring manager to facilitate the hiring process including posting open positions, collecting resumes, communicating with candidates, scheduling interviews, and planning the initial onboarding process

·       Prepare for monthly staff meetings: implement a schedule of agenda items, set up on site, purchase any pertinent materials, and ensure printed materials are available

·       Assist with data entry, completing onboarding / offboarding checklists for new staff

·       Support benefits enrollment process and manage staff education for insurance and benefits under the supervision of the Director of Finance 

·       Support staff engagement and recognition activities

Technology & Facilities Support – 10%

·       Serve as the primary point of contact for all facility vendors and partners who use our facility

·       Ensure the facility and all basic supplies are always maintained at a professional level

·       Assist with management of all basic technology equipment

·       Provide general support to the Director of Finance to ensure smooth business operations

QUALIFICATIONS:

·       Education - Minimum of a Bachelor’s degree, preferably in accounting 

·       Skills 

    o   Measurable attention to detail is critical

    o   Ability to prioritize multiple tasks and hit deadlines

    o   Able to work independently and proactively without daily instruction, and must also be an engaged and participatory member of the larger team 

    o   Organized and able to keep accurate and detailed documentation

    o   Intermediate computer skills essential, including a working knowledge of Salesforce (or similar CRM), Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Zoom 

    o   Exceptional written and oral communication skills are required

    o   Creative and able to solve problems, set and accomplish goals, and meet deadlines

    o   Unquestionable discretion and integrity

    o   Strong planning and execution skills.  Ability to change direction quickly if situations change.

    o   Proactively ask questions when a task/project is unclear

·       EXPERIENCE – Minimum of 3 years in a similar role preferred, with focused experience in non-profit accounting and human resources for 2 or more years highly desirable. Proven data entry skills. Experience with Abila MIP accounting software a plus.

·       CONFIDENTIALITY – Ability to manage sensitive information in a professional and confidential manner as outlined in PENCIL’s Confidentiality Policy

ENVIRONMENTAL CONDITIONS & PHYSICAL DEMANDS:

·       Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature. 

·       Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials. 

·       The employee must occasionally lift and/or move up to 25 pounds. 

·       The employee is required to stand, walk, climb and balance. 

WORK SCHEDULE & HOURS:

This position works approximately 25 hours each week, with a flexible, yet fairly consistent, schedule as agreed upon with the Director of Finance. Occasional evening and weekend hours for special events.

DIVERSITY & EQUAL OPPORTUNITY:

PENCIL is committed toward developing a diverse staff that reflects the community we serve. Research shows that candidates from underrepresented communities often do not submit a resume if they do not feel highly qualified in all areas, therefore we extend an invitation to all candidates to apply, especially those from historically underrepresented communities, including but not limited to, those identifying as Black/African American, Indigenous/Native, Hispanic/Latinx, Asian American/Pacific Islander, Middle Eastern/North African and other people of color; LGBTQ candidates; and candidates with disabilities.

PENCIL is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

This job profile is not intended to be all inclusive of tasks required, it is to provide a general description of essential job responsibilities.

Once the candidate has successfully completed their training period, this position may have the opportunity for a hybrid schedule.

Applications will be accepted and reviewed on a rolling basis until the position is filled.

Salary : $40