Job Description

 

Able Works
Director of Finance and Operations(Hybrid)
Reports to: CEO
Collaborates with Regional Directors, Board finance committee, Development staff

POSITION OVERVIEW

Able Works seeks a new Director of Finance and Operations to support and manage a diverse range of financial, operations, and administrative activities for our $2-million dollar organization.

Working closely with the CEO, the Director of Finance and Operations will manage and support a diverse range of financial, operations, human resources, and administrative activities spanning the regions Able Works operates within. The ideal candidate will have a high level of organization skills and the ability to simultaneously manage multiple projects with competing deadlines. They are a self-starter and a quick learner, are open to feedback, seek clarification, manage work from start to finish, meet all deadlines, and communicate clearly, openly and in a timely manner. Respect for confidential information is essential.

As part of our collaborative, creative, and nimble team, this position provides ample opportunity for professional growth and to learn important aspects of nonprofit management and business administration at a social change organization. The role is suited for someone who is excited by systems, details, and deadlines and wants to improve upon and develop effective internal controls, guidelines, and procedures. The Finance & Operations Director will also work closely with our accounting firm for audits.

JOB DUTIES

Finance

● Assist the CEO and Board Finance Committee with developing and managing the annual budget; producing financial reports; responding to internal and external financial inquiries

● Drive annual budgeting process with CEO, Senior Team and Program staff, including preparing program budgets, analyzing improvement opportunities, and identifying efficiencies.

● Monthly close process, including reconciliations, accruals, and payroll allocations; departmental budget vs. actual reviews; cash flow management and treasury functions

● Ensure GAAP compliance and develop/maintain robust internal control policies; preparation for, and oversight of, annual independent audit; manage audit fieldwork with outside auditors and accounting consultants; financial statement preparation

● Manage bank and lender relationships and ensure loan compliance; risk management assessment and insurance coverage adjustments

● Manage Simple IRA plan and matching Able Works contributions

● Transaction supervision and approvals; ensure all bills and invoices are processed in a timely manner; MOU/contract invoicing

● Manage credit card expenditures and employee expense reimbursements
● Track all pledges, donations, and other income; generate gift receipts, and acknowledgment letters and reconcile donations
● Manage and track foundation grant expenditures and prepare financial reports; restricted grant accounting, compliance and reporting
● Monthly reconciliation of the organization’s CRM (Neon) and Quickbooks Online
● Assist with reconciling monthly bank statements with deposits from third-party payment and donation processors, including employee matching gift programs
● Manage Board Finance committee, working closely with the Treasurer; strategic financial analysis and planning; quarterly Board meeting preparation and presentation

Operations & Administration

● Maintain internal office systems: phone, computers, cloud-based email & file management system, CRM and database systems, fax, mail

● Act as primary liaison with all vendors (i.e. insurance brokers, accountants….)
● Maintain vendor relations and seek out cost-effective and values-aligned alternatives
● Drive organizational initiatives that contribute to long-term operational excellence
● Maintain archival and administrative files, equipment & supplies inventory, and office supplies
● Oversee office and HR operations issues related to a fully remote office structure
● Oversee day-to-day operations: manage office and storage needs, order supplies, maintain inventory of equipment and research options for major purchases
● Ensure that Able Works remains in legal compliance by submitting annual local, state, and federal filings and keeping appropriate records
● Handle general administrative duties including preparing reports, data entry, and maintaining appropriate filing systems
● Monitor contact inboxes and ensure donor communications are properly labeled and organized
● Act as account administrator for Google Suite, Zoom, and other subscriptions
● Work to ensure that all organizational accounts are secure; manage the use of a password manager like LastPass
● Maintain all vendor files, contracts, and general office files
● Support planning and implementation of pandemic/post-pandemic workplace practices and policies
● Review and update administrative and operational procedures such as the organization’s employee handbook
● Recommend approaches, solutions, and tools to strengthen internal systems and operational effectiveness
● Support other projects and manage other tasks, as assigned
● Manage all insurance policies
● Work with the CEO to develop systems for any expansion initiatives

Human Resources

● Coordinate independent contractor services agreements, invoices, and other administrative documents and processes; and maintain documents and records in
Google Suite.

● Update payroll records, coordinate with payroll provider, and track all payroll details
● Follow changing federal, state, and city laws and maintain legal compliance
● Supervise the staff performance review schedule
● Serve as staff HR Officer

Fundraising

● Record charitable donations and assist with administrative tasks related to the individual donor, including recurring donor programs

● Manage, including printing and sending, acknowledgment letters for donors giving via checks

● Produce budgets for grant applications. Prepare financial reports and invoices for grants
● Support fundraising team as needed

Qualifications

● We know there are great candidates who might not check all the boxes listed below, or who possess important skills we haven’t thought of as it relates to this position and the organization writ large. If that’s you, please don’t hesitate to apply and tell us about yourself.

● Bachelor’s degree in a related field plus 2+ years of professional experience in finance, administration, operations, or fundraising in a non-profit, business, or social-good setting; or equivalent combination of education and experience.

● Demonstrated comfort and fluency with Excel, Quickbooks, and quantitative data/numbers generally. Enjoying these will be vital to enjoying this position.

● The ability to handle multiple deadlines and complete assignments with minimal supervision in a fast-paced workplace.

● Impeccable organization, you are highly detail-oriented, and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes.

● Project management experience with the ability to juggle multiple priorities simultaneously.

● Ability and willingness to perform a range of tasks — from audit prep to monthly reconciliation to assisting with project reports.

● A growth mentality — you’re unafraid to shift, stumble, and grow within an ever-changing landscape.

● Tech savvy with exceptional skills in technical problem-solving. Microsoft Office and
Google Suite fluency is required.

● Proficient with Neon or a similar database / CRM
● Proven ability to meet deadlines and work independently and in a team in a collaborative environment.
● Diplomatic and professional approach to problem-solving.
● Ability to practice discretion and sound judgment with financial information.
● Demonstrated commitment to and competency around diversity, equity, and inclusion.
● Although not required, a strong candidate will have some of the following:

• Experience with 501(c)3 and 501(c)4 organizations is a plus.
• Knowledge of and passion for Able Works’ Mission and programs

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this Job, the employee is regularly required to sit, stand, walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee will regularly lift up to 10 pounds and occasionally may have to lift or move up to 25 pounds.
Specific vision abilities required by this job include Close vision, Distance vision, Depth perception, and the ability to adjust focus.

Job Type: Full-time

Pay: $85,499.09 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Menlo Park, CA 94025: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Accounting: 1 year (Preferred)

Work Location: Hybrid remote in Menlo Park, CA 94025

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