Finance Operations Manager

The Tempe Tourism Office, a 501(c) 6 organization, is seeking candidates for the position of Finance & Operations Manager. The mission is to promote the City of Tempe, AZ as a desirable meeting and leisure destination. Currently, there are 11 staff members and 19 board members. The organization is funded primarily through City and County hotel tax revenue providing us an annual budget currently at $4.1M. The Tempe Tourism Office is committed to a diverse and inclusive workplace. Our organization is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. 

To apply: Submit resume to Michael Martin, President & CEO: michael@tempetourism.com

Deadline: Monday, March 17, 2025 – 5:00pm MST

Job Title: Finance & Operations Manager

Reports to: President & CEO

Supervises: Receptionist/Visitor Services

Position (currently vacant) FLSA Status: Exempt

Position Overview

The Finance & Operations Manager is responsible for the administrative operations of the Tempe Tourism Office including, but not limited to, all financial matters, administration of policies and procedures, management of 3rd party providers/suppliers, communications with the board of directors and overseeing the receptionist/visitor services position. This role is also responsible for performing HR-related duties on a professional level. This important role provides support to, and partnering with, the senior leadership team in strategic decision making and organizational operations.

Job Responsibilities

Successful job applicants will be able to perform the following functions with minimal supervision:

Financials:

• Prepares, documents, and helps to administer the annual budget in consultation with the President & CEO

• Processes payables, including checks, through the QuickBooks portal, in a timely manner and maintains accurate records for accounts including checking (2), savings (2), credit cards, points program and in-kind support

• Process receivables for advertising, program participation, annual meeting and other revenue generating programs • Maintain all financial records, both digital and hard copies, as recommended by the CPA to ensure we are in good standing with best practices

• Communicates monthly with 3rd party CPA to submit all necessary financial documents, review the prepared monthly financial statements, record financial notes and prepare all documents necessary for the monthly board of directors meeting TempeTourism.com

• Provides support to 3rd party auditors on an annual basis for both annual review and full audit

• Record and track monthly funding from the City of Tempe and State of Arizona and ensure their accuracy

• Participates in the development of any new financial and purchasing policies and procedures: Makes recommendations to the President & CEO

HR/Administrative:

• Prepare documentation necessary to process payroll through the 3rd Party provider

• Process unemployment and worker’s compensation claims

• Manage personnel vacation, sick, personal and PTO records

• Confidentially maintain all personnel records as applicable

• Onboarding of new hires including new hire paperwork, I-9’s, E-Verify, background checks, benefit enrollment, and additional documentation

• Prepare necessary documents and procedures related to the termination of staff members

• Maintains, updates, and helps to administer the organization’s Policies, Procedures, and the Bylaws as directed by the President & CEO

• Maintains compliance with federal and state regulations concerning employment

• Assist staff in arranging travel using the corporate credit card and utilization of accrued travel miles

• Support a positive corporate culture by celebrating and recognizing staff milestones and accomplishments and assists in organizing staff team building programs

• Assist with securing locations for conferences, trainings and special events 

Vendor Management:

Manage relationships with 3rd party providers including but not limited to:

• Organization’s financial providers (i.e., Bank, credit card, etc.)
• Certified Public Accounting firm to produce monthly financials that are reviewed and verified to be accurate
• Auditing firm to produce an annual review and a full financial audit every 3rd year
• Payroll provider
• Health insurance provider/broker
• Retirement plan provider
• Human resources consultant
• Janitorial, HVAC, security/alarm and pest control providers
• Technology providers ensuring the technological needs of the organization are met including phones, printer/copier/fax, computers, servers, internet and communication services including scheduled maintenance of office equipment
• Partner organizations including the City of Tempe, Downtown Tempe Authority, Tempe Chamber of Commerce, Arizona Office of Tourism, Arizona Lodging & Tourism Association, Local First Arizona, One Community, and statewide destination marketing organizations
• Liaison to landlord and parking vendor to ensure a safe, well maintained, and functioning workplace
• Manage the organization’s 501c (6) status and business-related documentation through the State of Arizona

Supervisory:

• Supervises the receptionist/visitor services position and associated responsibilities

Board Duties:

• In consultation with the President & CEO, prepare the monthly board of directors meeting agenda and supporting documentation and ensure the timely distribution of information to the full board

• Assists President & CEO as liaison to the Board of Directors and Executive Committee/Officers

• Attends board monthly board meetings and records minutes from each meeting

Education/Experience/Skills:

• Proven ability to work in a diverse environment.

• Minimum of bachelor’s degree in accounting or related degree

• Minimum of 3 years of financial and/or accounting related experience

• Proficient in current version of QuickBooks and Microsoft 365

• Ability to interpret financial information for decision making

• Proven project and time management skills and attention to detail

• Ability to multi-task, work independently and meet deadlines

• Strong interpersonal skills and proven ability to work well with others

• Problem solving and analytical skills • Excellent oral and written communication skills

• Ability to handle confidential information

• Experience managing tech providers and other appropriate vendor contracts

• Ability to evaluate processes and systems and make recommendations for improvement

• Experience working for a non-profit is desirable

• Valid Arizona driver’s license 

Work Environment:

• This position operates in a professional office environment that values equity, diversity, and inclusion. The incumbent routinely uses equipment such as computers, phones, printers, photocopiers, and filing cabinets. Also, the candidate must be flexible with fluid work situations including working remotely and attending after-hour events as necessary. Out-of-town travel may be required. Use of a personal vehicle for business is required.

Physical Demands:

• This is largely a sedentary role with some filing duties. This would require the ability to lift files, open boxes (up to 20 pounds), and bending or standing on a stool, as necessary

Other Duties:

• Assist with phones, visitor services and office mail

• Assist with opening/closing of office

• Have a general knowledge of Tempe and surrounding area

• Ability to assist visitors/customers with questions, information, directions

• Other duties as assigned

Compensation – Based upon experience:

• Range: $79,000 - $84,000

• Healthcare: Full medical, dental and eye care with small employee contribution

• Retirement plan*

• Vacation*

• Parking

• National holidays, personal days, and sick time available

• Mileage reimbursement

*After probationary period

**Note: The Tempe Tourism Office does not offer relocation packages