Position : Finance & Operations Manager
Reports to : Executive Director
Job Type : Full-time,(40-hours per week), with additional hours as needed
Classification : salary, exempt Pay : 60,000-67,000
Location : Portland, ME, with occasional travel to Cumberland & York Counties
Work Structure : Hybrid (in-person & remote),
ABOUT SARSSM : How would you like to be a change agent, working closely with our clients and community in a small but powerful setting?
Since 1973, Sexual Assault Response Services of Southern Maine (SARSSM), a nonprofit 501(c)(3) organization, has provided free, confidential supportive services to all people impacted by sexual violence, child sexual abuse, sexual harassment, and trafficking. Our Advocacy work in Intervention, Prevention, and Engagement programs & services is impactful. Join us in this rewarding work!
Make a Difference. We could not do the direct client work we do without the know-how and can-do of experienced, fiscally savvy, and systems-oriented staff ensuring that a sound foundation exists to support the work.
Invested Team. SARSSM has an unyielding commitment to our clients & mission; does this resonate with you?
We See You Too : SARSSM provides a supportive, collaborative work environment that focuses on the growth & development of its employees. SARSSM is an open union shop, we are invested in positive employment experiences for all staff. SARSSM maintains solid practices and policies that uphold professional standards while affording healthy work-life balance.
Great benefits package includes generous paid time off, professional development opportunities, 403b match, and a great health / dental / vision plan..
POSITION OVERVIEW : The Finance & Operations Manager ensures the integrity and efficiency of SARSSM financial processes, operations, infrastructure, IT and select human resources and volunteer coordination functions. This position is not a member of the SARSSM Labor union. .
HELPLINE
- As a no wrong door agency, All SARSSM employees are Advocates. All staff are required to provide some on-call coverage for the 24-hour crisis & support Helpline. Helpline duties include providing support & Advocacy in person and / or by telephone. Folks are assigned shifts, on a rotation, with frequency of shifts dictated by staffing levels. Additional on-call pay rates apply.
ESSENTIAL DUTIES
DUTIES
Financial / Fiscal Management
Work with the Executive Director and Board Treasurer on the annual budget process and in developing financial and budget reports for management purposes.Develop and monitor annual budget and strategic fiscal forecast for the organization.Prepare and retain records of fiscal documents such as Sales Tax, Maine Charitable Solicitation License, Annual Report, MEMIC audits, and annual tax documents such as the 1099 and 1096 forms.Maintain an up-to-date Accounting Policies and Procedures Manual.Coordinate and manage all activities for the annual audit, including preparation of financial statements and tax filings. Implement audit recommendations annually.Prepare timely journal entries and financial grant reports to ensure accuracy and appropriatenessMaintain general ledger accounts, which accurately reflect the financial activity of the organization in accordance with generally accepted accounting principles (GAAP)Maintain a monthly financial reporting system that supports the annual budgetProvide financial reports and / or financial presentations to the Executive Director and Board.Manage accounts payable, payroll, PTO time tracking, accounts receivable, & collection activities.Develop, implement, monitor, and adhere to finance policies and internal control procedures; recommend improvements to strengthen controls as neededReview all expenditures and prepare for approval by the Executive Director.Assist with donor management record keeping & fundraising, including events.Grant & Contract Management :
Coordinate preparation of grant invoices, reports and applications, including budget and budget narratives in collaboration with the Executive Director.Ensure compliance with grant terms and donor restrictions.Prepare and submit required financial reports to funders.Track restricted fund and grant expenditures, manage and report the release of temporary restricted funds.Complete and submit required grant financial reports in accordance with assigned deadlines.Develop and maintain a calendar of deadlines for grant financial reports & submissions.Complete and submit municipality funding applications.Ensure adequate recordkeeping and data submissions for all grants and contracts.Provide training for key employees regarding their program budgets, funding sources, and restrictions.HR & Benefits
Work with the Executive Director to ensure employee guidelines are updated and comply with all state and federal regulations; ensure that all required notices are posted.Ensure all staff understand employment policies and benefitsSubmit required documents and collected fees / dues to the staff labor union.Monitor timesheets, track employees' paid time off, and process biweekly payroll and 403B.Conduct salary, benefit, & staff policy benchmarking, recommend changes as needed.Work with external benefits brokers and administrators to review insurance and retirement plans, recommend changes, and ensure compliance with all regulations.Implement administrative onboarding and termination activities, including facilitating required background checks and training for staff and volunteers.Prepare and submit bi-weekly payroll documents, and ensure compliance with all regulations.Develop and oversee monthly Helpline & Pinnacle shift assignment / schedule.Participate in SARSSM Labor Union contract negotiations as part of the management teamGeneral Operations, IT & Facilities
Work with insurance agents to acquire and maintain comprehensive insurance coverage.On a regular basis, evaluate insurance company services, recommend changes, or search for a new firm if appropriate.Oversee development of emergency response plans, and lead crisis / emergency response.Oversee development of safety procedures appropriate for all SARSSM work sites and field activities, and ensure staff are properly trained in safety and accident-reporting procedures.Work with IT consultants to ensure hardware, software, databases, websites, conferencing, and payment processing are secure and meet operational needs.Oversee selection of vendors for information and telecommunications hardware and systems; execute and manage contracts.Monitor, manage, and maintain office equipment and supplies; request repair or restocking when necessary.Oversee leases for property and equipmentEnsure SARSSM assets are properly recorded & tagged.Ensure facilities, supplies and equipment inventories are maintained.Oversee special projects as assigned.Working Relationships
Maintain a solid working relationship with the Executive Director, participate in regular supervision.Serves with other department heads on the senior leadership team and supports their operational needs in finance, HR, and infrastructure.Serves as primary staff liaison for the Finance Committees of the Board of Directors; provides financial reports, analysis, recommendations, and logistical support.Serve as primary onsite contact with building management to address facilities issuesServe as primary onsite contact with information technology (IT) vendors to address computer and network issuesThe above is intended to describe the essential responsibilities, required skills, and minimum qualifications for the role. Additional duties as directed by the Executive Director may be assigned.
QUALIFICATIONS : The requirements listed below are representative of the knowledge, skill, and / or ability needed for success in this position.
Bachelor's degree in finance, business administration, accounting or a related field, or equivalent combination of education and experience. MBA a plus.Experience with state and federal grants and contracts, and familiarity with the regulations pertaining to those.Demonstrated understanding of nonprofit finances, accounting, and reporting. Experience in these is preferred.Experience and proficiency in Quickbooks OnlineAbility to present financial concepts and information clearly to colleagues and board members without financial backgrounds.Demonstrated understanding of HR principles and state and federal policies.Experience overseeing operations and making strategic process improvements, including leveraging technology to improve efficiency and outcomes.Strong communications and interpersonal skills, including ability to negotiate with and manage partners and vendors and to work productively with colleagues.Strong computer skills and ability to quickly master software and online platforms specific to the organization's operations. Software and online platforms currently used by the organization include Quickbooks, Microsoft Office SuiteComfort with and ability to manage multiple projects and deadlinesJOB REQUIREMENTS
Successfully complete required 40-hour sexual assault advocate & mandated reporter trainingAccess to reliable transportation with applicable insurance.Current, valid driver's license or State ID.Excellent written & verbal communication skills with fluency in English. Knowledge of other languages is an advantage.Technical competency in Google Suites, Zoom, Microsoft office, Canva, Client Management SystemsParticipate in agency events, including special events, outreach / awareness and donor engagement events.Frequent local travel, with regular on-call evening & weekend shifts as necessary in order to accomplish job responsibilities.Employment is conditional upon successful clearance of background screening including Child Abuse Registry, Maine Criminal and Federal Fingerprinting, and SARSSM probationary period.SARSSM is an Equal Opportunity Employer and will consider all qualified individuals, regardless of race, sex, gender identity / expression, language, religion, political affiliation, age, socio-economic status, physical appearance and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.
In support of our values, SARSSM strives to ensure accurate and ethical policies and practices. We believe in regular assessment, reflection, and the pursuit of growth, whether on the individual level or as an organization.
To apply, send a resume and cover letter
