Office Manager/Operations Manager
The Office Manager/Operations Manager will maintain a positive office atmosphere and manage the bookkeeping and financial operations of this young organization while providing Human Resources leadership for employee onboarding, payroll, and personnel management. This person will provide additional administrative support for the foundation and the board of directors. This person will also oversee the VISTA Leader.
The Office Manager/Operations Manager will be an essential part of the Parks Foundation that works closely alongside the Executive Director. This person will maintain a positive office atmosphere and manage the bookkeeping and financial operations of this young organization while providing Human Resources leadership for employee onboarding, payroll, and personnel management. This person will provide additional administrative support for the foundation and the board of directors. This person will also oversee the VISTA Leader. VISTA supervisor duties include recruiting, conducting on-site orientations and training, evaluations and project delegation and support throughout the member’s year of service.
Process and manage accounts payable/accounts receivable and monthly bookkeeping reconciliation with Quickbooks Online
Develop, process, and oversee the distribution and collection invoices, checks, and contracts with host and subsites.
Work with the Membership Coordinator VISTA to process check payments and create bank deposits.
Send and pay invoices, conduct payroll, complete payroll additions and terminations, manage employee benefits, oversee IRA distributions, etc.
Compile and submit monthly and quarterly financial reports and reimbursement requests for grants and other funding sources throughout the fiscal year. Work alongside the Executive Director and staff department leaders to determine funding allocations and reporting requirements.
Collaborate with the foundation’s third-party bookkeeper to review and reconcile monthly financial reports. Prepare and provide financial reporting to the Finance and Executive Committees as needed.
With ED and Board of Directors develop and manage an annual budget, analyzing variances, and initiating corrective actions;
Work in coordination with ED, Board of Directors and Finance Committee to ensure proper protocol and accounting principals in compliance with federal, state and local legal requirements.
Develop and manage positive and professional office environment for staff and AmeriCorps members;
Maintain employee records, filing, key administration, office equipment records, and assist with compliance activities including audits;
Oversee policy development and implementation including: workplace procedures, finance procedures, Diversity, Equity and Inclusion and more
Create and maintain a database of operational processes and procedures to provide training and sustainability within the Operations department.
Maintain and update Truckee Meadows Parks Foundation’s policies and procedures handbook;
Assist with and prepare for interviews, speaking engagements, conferences, and meetings;
Oversee VISTA Leader throughout their year of service;
Foster a success-oriented, accountable environment through constructive feedback, professional development, and future career planning;
Secure relevant training opportunities to support communications and non-profit professionals for AmeriCorps VISTA members and relevant staff;
Review and approve time-off requests, timecards and mileage reimbursements for VISTA member;
Provide 90-day, six month, and final term performance evaluations to all direct reports;
Misc. Job Functions:
Including but not limited to:
Provide support to Executive Director and staff as needed
Lead occasional on-site programming such as walks, hikes or school programs. Training will be provided as necessary;
Special events throughout the year including occasional evenings and weekends.
Bachelor's degree and 2+ years related professional experience;
Exceptional writing and communication skills;
Demonstrated success in accounting management, bookkeeping or other accounting fields
Experience with non-profit financial management and grant reporting
Must pass a background check and hold a valid driver’s license;
Preferred: experience recruiting;
Preferred: reading, writing, and speaking competency in Spanish language.
Preferred: 2+ years using Quickbooks Online, Microsoft Excel,Wix Website Platform,
Preferred: experience serving as, or managing AmeriCorps and/or Peace Corps members.
Compensation and Benefits
Compensation: $36,000 - $40,000
Benefits: 80 hours personal leave per calendar year, accruable up to 100 hours. 80 hours sick leave per calendar year, non-accruable. Up to $400 per month for health coverage reimbursement (proof of health insurance required); retirement IRA matched at 3% after one-year of employment.