Collegiate Directions is hiring a dynamic, entrepreneurial professional to serve as a part-time Operations Manager. Building on the momentum of this fast-growing non-profit, the Operations Manager will be responsible for managing the day-to-day finances of the organization, including general accounting and cash management, accounts payable, financial reporting, and liaising with the auditor. Additionally, the Operations Manager will handle the human resources needs of the organization, including managing payroll and benefits. The Operations Manager will also handle basic office management, including purchasing supplies and liaising with the building management staff. This is a part-time, 20 hours/week position.
The Operations Manager will report to the President.
KEY RESPONSIBILITIES:
Finance
- General accounting
- Maintain accounting system and chart of accounts
- Develop and track budgets throughout the year, including specific class budgets
- Record transactions, journal entries, prepaid expenses & accruals in accounting system
- Develop and recommend accounting and budgeting policies and procedures
- Assist staff with grant proposal budgets and provide related financial data
- Ensure maintenance of effective internal controls to safeguard assets and assure reliability of financial statements
- Tag and monitor fixed assets
- Cash management
- Perform cash management activities
- Review and record deposits into accounting system
- Prepare and make bank deposits
- Verify and report external deposits to President semiweekly
- Maintain the petty cash fund
- Pledges and accounts receivable
- Issue invoices to customers
- Ensure that receivables are collected promptly
- Accounts payable
- Oversee credit card processing
- Review vendor accounts & transactions and process payments via company checks, ACH and wire payments
- Take all reasonable discounts on supplier invoices
- Approve expense reports for all staff & process for payment
- Collect staff credit card expense reports and enter into accounting system
- Enter credit card deposits into accounting system
- Enter vendor bills into accounting system
- Assemble and mail vendor payment checks weekly
- Resolve invoice discrepancies with vendors
- Pay any debt as it comes due for payment
- Monitor debt levels and compliance with debt covenants
- Payroll support
- Manage semimonthly payroll via external payroll provider
- Submit payroll related contribution reports and make payments via various websites
- Financial reporting and accounting closing
- Prepare monthly, quarterly, and year-end reports for the President
- Conduct a monthly reconciliation of bank account and/or investment accounts
- Conduct reconciliations of all accounts to ensure their accuracy
- External accountant/auditor support
- Work with professional accountants to ensure that all financial activities meet GAAP standards
- Work as liaison with outside CPAs for income and other tax matters
- Prepare for and manage annual audit process with external CPA
- Assist with document production for CPA (retrieval, scanning, copying, and filing)
- Provide clerical and administrative support to management as requested
- Other duties as assigned
Human Resources
- Conduct new hire processing and implementation as well as assisting with employee exit transitioning
- Process payroll semi-monthly, prepare and file reports and make all related payments
- Provide general oversight of benefits administration and conduct annual benefits review of services and costs
- Conduct annual policy and employee handbook review, develop revisions and recommendations for changes
- Monitor compensation structure, suggesting new structures as needed
- Other responsibilities as they may arise.
Office Management
- Maintain office functionality, including purchasing supplies for staff and liaising with IT support to provide equipment for staff
- Liaise with President and building management/engineering staff regarding facility repairs, maintenance, and special request.
- Ensure equipment is functioning properly; troubleshoot problems and coordinate service from outside vendors to repair as needed
- Manage all service contracts and company insurance policies
- Research, obtain proposals, and present recommendations on new vendors and changes of vendors
- Communicate with IT support regarding updates to websites, email accounts, or equipment
QUALIFICATIONS:
- Bachelor's degree in accounting or business administration (or equivalent business experience)
- Knowledge of bookkeeping and generally accepted accounting principles
- A passion for CDI's mission and an understanding of the transformative power of higher education.
- Working knowledge of QuickBooks accounting software package
- Experience with non-profit organizations preferred
- Preference given to candidates with experience in human resources management
ABOUT COLLEGIATE DIRECTIONS
Collegiate Directions, Inc. (CDI) is a non-profit organization committed to closing the education, achievement and opportunity gap for low-income, primarily first-generation-to-college students. We provide comprehensive college counseling, targeted tutoring, test preparation, study skills, leadership training, and ongoing support, starting in eleventh grade and continuing through successful college graduation. The proven success and evidence-based results of CDI's core program have attracted the attention of chief academic officers in education-related organizations, public schools and public charter schools in the DC/Baltimore area. In addition to its core student-focused program, CDI provides school leaders and counselors with training and tools to prepare their students for admission to and success in selective four-year colleges. CDI is growing quickly, which makes now a particularly exciting time to join this dynamic team.
To apply, please submit a cover letter and résumé to jobs@collegiatedirections.org
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