Assistant Executive Director – Operations

Journeys In Community Living

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Job Summary

The Assistant Executive Director – Operations has oversight responsibility for all Agency financial, information technology, and business development activities as well as aiding with the Human Resources function to ensure the agency is financially and operationally sound. The Assistant Executive Director – Operations will provide all financial reports to Agency leaders, the Board of Directors, and any governmental entity or other stakeholder as required, either individually or through assigned staff. The Assistant Executive Director – Operations reports to the Executive Director.

Job Responsibilities

Essential Functions:

• Assist the Executive Director lead the Board of Directors and staff in strategic planning efforts
• Maintain and supervise the agency’s financial department in compliance with Generally Accepted Accounting Principles (GAAP)
• Provide assistance to the Human Resources function
• Prepare the agency’s annual budget with input from management and the Executive Director
• Plan, create, and prepare reports and plans as requested or required to allow the Board of Directors, Executive Director, governmental agencies, or any other stakeholders the information to evaluate current operations or consider new opportunities, which includes working directly as needed to assist stakeholders in understanding and use information
• Sign payment documents for Agency bank accounts, and accounts payable, including payment vouchers and checks
• Establish and control all procedures for supply and equipment purchases for the agency
• Prepare appropriate license fees, documents, and payments for required local, State, and Federal licensing and tax obligations individually or through assigned staff
• Participate in meetings, conferences, programs, and seminars as an Agency representative in a public relations and or knowledge-enhancement capacity
• Meet with the Board of Directors and committees of same to develop and implement fiscal policies, procedures, and programs as approved by the Board of Directors
• Develop and evaluate program operations and schedules in addition to short-term and long-term plans, necessary for the operation of the agency and its programs, of both a financial or technological nature
• Participate in the preparation and review of monthly billing(s) for the State and or MCOs
• Provide oversight of and ensure the maintenance and secure operation of the agency’s IT and data systems, including daily back-up of data, through coordination with and oversight of IT staff and or vendors
• Responsible for maintaining required insurance policies and coverages, including Unemployment (UEI), Workers’ Compensation (WC), Business Operations (BOP) including Auto Fleet and Cybersecurity coverages, and any other coverages necessary
• Support Development staff in fundraising and donor management work
• Cultivate and maintain positive relationships with local banks and other financial companies
• Supervise, manage, train, and support assigned staff {including but not limited to Accounting Manager, Information Technology (IT) Administrator, Development Director, and any outsourced financial, IT, or Development vendor(s)}; complete performance evaluations and reviews, which may include performance management; and review and approve timesheets and PTO requests, in a timely manner 
• Keep stakeholders informed on the financial decision-making process
• Act as a fiduciary to staff and people supported
• Act as Plan Sponsor and or Trustee of benefits plan(s), if necessary
• Follow Agency policies and procedures as outlined in the Employee Handbook and any operation guides
• Stay informed and up to date with respect to changes to principles, standards, regulations, and procedures for areas of oversight
• Use a process improvement mindset to continually look for operational efficiencies and work with executive leadership to evaluate, design, implement, and monitor needed changes
• Complete Reportable and Non-Reportable events before the end of the shift, if necessary
• Treat persons supported with respect at all times
• Perform other duties as assigned

Other Functions

• Attend training as required
• Assist with Fire and other emergency drills
• Actively participate in Agency and Board committees as required

Qualifications

Required Skills

• High level of integrity
• Excellent verbal, written, and listening communication skills
• Superior analytical, critical thinking, and decision-making skills
• Exceptional relationship-building and leadership skills
• Ability to Coach, train/teach staff and persons supported
• Excellent technical skills (QuickBooks, Microsoft products, including Access, preferred)
• Exceptional attention to detail, organizational, and planning skills 

Work Environment/Conditions

The physical environment requires the employee to be able to sit, stand, and walk for periods of time, which vary. The working environment requires the ability to work flexible hours including nights, and weekends, and may require traveling to events, meetings, or training sessions. The position is a full-time, exempt position based on a 40-hour work week. 

Qualifications

• 18 years of age or older
• Bachelor’s degree in accounting or information technology or related area of study or other degree (advanced degree or certifications preferred)
• Education and experience equivalency may be considered in a non-profit setting
• Must be Bondable
• Class D Driver’s license for the State of Tennessee

Supervisory Responsibility

This position DOES have supervisory responsibility.

Other Requirements

• TB skin test or assessment within 30 days of employment
• Successful clearance of background check prior to employment
• Ability to pass any required security clearance prior to or post-employment

Additional Information

Benefits

How to Apply

Go to https://www.journeystn.org/work-here.html and fill out an application 

Details

• Date Posted: April 3, 2024
• Type: Full-Time
• Job Function: Accounting / Financial Management
• Service Area: Community Development
• Start Date: 04/22/2024
• Salary Range: $85,000 - $100,000
• Working Hours: 40 hrs/wk; M-F, 8:00am - 4:30pm