Operations and Finance Manager
Nonprofit VOTE
We help nonprofits engage the people they serve in voting and elections.
Job Description
Job description
Background
Nonprofit VOTE partners with America’s nonprofits to help the people they serve participate and vote. We are the largest source of nonpartisan resources to help nonprofits integrate voter engagement into their ongoing activities and services. We are also the managing partner of the collaborative work of National Voter Registration Day, a nonpartisan civic holiday celebrated every September to raise awareness of registration opportunities and register hundreds of thousands of voters.
Nonprofit VOTE partners with America’s nonprofits to help the people they serve participate and vote. We are the largest source of nonpartisan resources to help nonprofits integrate voter engagement into their ongoing activities and services. We are also the managing partner of the collaborative work of National Voter Registration Day, a nonpartisan civic holiday celebrated every September to raise awareness of registration opportunities and register hundreds of thousands of voters.
Nonprofit VOTE seeks an experienced, detail-oriented operations manager to provide financial management and administrative support for a small, thriving nonprofit. Candidates must have knowledge of financial management systems, strong organizational skills, ruthless attention to detail, and a commitment to the nonprofit and civic sector.
Responsibilities
Finance
- Processes and track income, including grants receivable, corporate sponsorships, and individual gifts.
- Enter bills and ensure proper coding, print and distribute checks, and file related documentation.
- Posts credit card transactions to QuickBooks, manage receipt collection and documentation from staff cardholders.
- Conduct monthly reconciliations of bank accounts and credit card.
- Ensure staff turn in finance documentation a timely manner and use class / account codes correctly, retraining staff and budget leads as needed.
- Provide monthly finance reports to executive director and team leads, using a combination of QuickBooks and post-export formatting in Excel.
- Work with outside bookkeeper to ensure proper internal controls, make annual journal entries and adjustments, and audit preparation.
- Maintain all financial files and documentation according to established Financial Procedures protocol. Update Financial Procedures as needed to reflect current practice.
Administration and Office Management
- Manage benefits package for staff, including enrolling new staff and coordination with insurance companies. Manage time tracking system and vacation accruals.
- Assist with onboarding new staff, setting up email accounts, time tracking, Dropbox access, and other accounts as necessary.
- Ensure compliance with HR rules, distribute legally-required materials to staff, monitor updates from payroll company, and establish tax account with various states where we have staff.
- Vendor relations with landlord, insurance providers, phone, internet, as well as cloud-based tools and office equipment suppliers. Identify areas of potential savings and shop new vendors as needed.
- Manages office equipment such as printer, postage meter, and computer inventory.
- Maintains office supplies and materials inventory.
Data Management
- Process data for National Voter Registration Day sign-up, regularly coordinate with the mail house to facilitate organizing kit shipments (mostly July-August).
- Regularly import webinar attendees into FileMaker DB. Periodically sync contact data between CRM and FileMaker
- Work with development team to ensure proper gift processing and tracking of donations.
Event Logistics and Coordination
- Manage temps for twice annual phone banks.
- Assists in travel reservations, facilities, and coordinating schedules for larger events.
Other
- Prepares and ships various mailings and conference materials
- Various other projects determined by staff as needed
Minimum Qualifications
- Three to five years of finance, administration, and office management
- Bachelor’s degree or more with formal training in finance
- Requires in-office work at least 3 days per week
Other Candidate Attributes
- Requires competence with QuickBooks, Excel, and database systems and CRMs
- Experience with platforms like FileMaker Pro, Smartsheets, and Action Network a plus
- Tech competence and ability to quickly learn new software and office systems
- Ability to work in a team environment
- Ability to track multiple ongoing processes with regular deadlines
- Good organizational skills and ruthless attention to detail
COVID-19 considerations:
All current staff are vaccinated and boosted. Most staff continue to work remotely, only coming into the office as needed. COVID rapid tests are provided to staff in advance of in-person team meetings.
Salary and Benefits
This is a full-time position which will pay between $70K and $80K per year. Benefits include health/dental, 403b, MBTA pass, vacation, holiday and sick time.
Nonprofit VOTE is committed to values of diversity, equity, and inclusion. These values are reflected in our external work to engage marginalized communities in voting and elections. Internally, we seek to build and empower a diverse staff and leadership team. People of color, people with disabilities, women, and LGBT candidates are strongly encouraged to apply. Nonprofit VOTE is an Equal Opportunity Employer.