PENCIL

Operations Manager

PENCIL

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Job Summary

The Operations Manager supports the accounting, human capital, and operations functions for PENCIL. Responsibilities are both very detail-oriented and time-sensitive. Additionally, this position helps to ensure the recording of sound financial data and continued strong operational infrastructure for PENCIL.  The ability to quickly take direction, pay close attention to detail, and execute tasks independently are critical to success in this role. A successful person in this role will bring knowledge of basic accounting principles, a passion for supporting staff in collaboration with the Director of Finance, and an eye for detail.

Job Responsibilities

Accounting & Finance Support – 45%

  • Enter, review, and post properly approved invoices and credit card transactions in the accounting system and prepare checks for payment on a weekly basis
  • Reconcile staff credit card transactions against the online statement on a weekly basis; follow up with staff to gain the information needed to enter and process valid transactions
  • Safeguard deposit items and make timely bank deposits
  • Enter, review, and post deposits in the accounting system on a weekly basis
  • Process bi-weekly payroll for +/-25 staff members; process includes data entry and calculation in accounting software; transmission of ACH files; payment of payroll taxes and other benefit payments
  • Routinely update personnel and payroll details in the accounting software to ensure all details are completed and accurate to easily facilitate payroll and employee transitions
  • Assist the Director of Finance with new hires or terminating employees
  • Prepare monthly invoices for contracts/grants
  • Maintain electronic and physical financial files per defined protocols
  • Order credit cards for new staff
  • Complete other special or seasonal assignments as needed such as audit support, budget support, specific financial statements for funders, etc.
  • Review and correct data entry, as needed, to ensure 95% accuracy
  • Perform other functions as assigned

HR Support – 45%

  • Ensure all HR paperwork is organized, accurate, and complies with federal, state, and local regulations
  • Guide enhancements to staff experiences by facilitating staff gatherings, holiday events, and surveys and recruit outside experts to deliver professional development and/or training to staff pro bono
  • When new positions open, support the hiring manager to facilitate the hiring process including posting open positions, collecting resumes, communicating with candidates, scheduling interviews, and planning the initial onboarding process
  • Prepare for monthly staff meetings: implement a schedule of agenda items, set up on-site, purchase any pertinent materials, and ensure printed materials are available
  • Assist with data entry, completing onboarding / offboarding checklists for new staff
  • Support benefits enrollment process and manage staff education for insurance and benefits under the supervision of the Director of Finance
  • Support staff engagement and recognition activities

Technology & Facilities Support – 10%

  • Serve as the primary point of contact for all facility vendors and partners who use our facility
  • Ensure the facility and all basic supplies are always maintained at a professional level
  • Assist with the management of all basic technology equipment
  • Provide general support to the Director of Finance to ensure smooth business operations

Qualifications

  • EDUCATION – Minimum of a Bachelor’s degree, preferably in accounting
  • SKILLS –
  • Measurable attention to detail
  • Ability to prioritize multiple tasks and hit deadlines
  • Able to work independently and proactively without daily instruction, but must also be an engaged and participatory member of the larger team
  • Organized and able to keep accurate and detailed documentation
  • Intermediate computer skills essential, including a working knowledge of Salesforce (or similar CRM), Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Zoom
  • Exceptional written and oral communication skills are required
  • Creative and able to problem solve, set and accomplish goals, and meet deadlines
  • Unquestionable discretion and integrity
  • Strong planning and execution skills.  Ability to change direction quickly if situations change.
  • Proactively ask questions when a task/project is unclear
  • EXPERIENCE – Minimum of 3 years in a similar role preferred, with focused experience in human resources for 2 or more years highly desirable. Proven data entry skills.
  • CONFIDENTIALITY – Ability to manage sensitive information in a professional and confidential manner as outlined in PENCIL’s Confidentiality Policy

Additional Information

Benefits

PENCIL offers full-time (30+ hours per week) employees the following:

  • 15 Days Paid Time Off (PTO) upon hire
  • 10 Paid Holidays
  • Summer Fridays
  • Medical, Dental, and Vision Insurance (employee-only coverage partially paid by PENCIL)
  • 401K Retirement including up to 3% match with a 3-year vesting
  • HSA Plus Employer Funding for select Medical plans
  • Employer-paid long-term disability, AD&D, and life insurance
  • Optional additional insurance including cancer insurance, etc.
  • Paid Family & Medical Leave
  • Paid Sabbatical
  • Cell Phone Stipend

How to Apply

Click here to apply.

Details

  • Date Posted: October 3, 2024
  • Type: Full-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Education
  • Salary Range: $60,000-$68,000
  • Working Hours: This position works 40 hours each week, typically Monday – Friday 8 a.m. – 5 p.m., with occasional evening and weekend hours for special events.