Operations Manager—Job Description
Title: Operations Manager
Supervisor: Executive Director
Office: Driggs, Idaho
Application Deadline: Applications will be reviewed beginning November 30, 2015. Position open until filled.
Start Date: Ideally three weeks from offer.
The Teton Regional Land Trust (TRLT), an accredited land trust, is seeking qualified applicants for the Operations Manager position. The Operations Manager is a full-time, professional position with a competitive salary and benefits. The Operations Manager acts with the Executive Director (ED) to coordinate financial management and administrative operations of TRLT. Core duties include: financial management, organizational administration, human resource coordination, and Board of Directors support. Reporting to the ED, this position's primary responsibilities are to ensure organizational effectiveness by providing leadership for the organization's financial and administrative functions.
1. Financial Management
- Maintain and monitor accounting systems. Recommend and implement improvements.
- Process all invoices, credit card receipts, checks and reimbursements using QuickBooks.
- Reconcile monthly activity, generate year-end reports, and fulfill tax requirements.
- Maintain physical and digital files in accordance with Recordkeeping Policy and Procedures.
- Maintain consultant files, including; W-9s.
- Provide documentation to accountant for financial audit and 990.
- Ensure payroll is completed every two weeks, track paid time-off and prepare reports.
- Maintain financial account records, provide monthly financial summaries and assure that financial reports are reviewed by the ED and Finance Committee each month.
- Serve as liaison to Board Finance Committee.
- Assist ED and Board in creating annual organizational budget and monitoring cash flow.
- Meet regularly with ED to monitor profit and loss statements and make changes to profit and loss statements and chart of accounts as necessary.
- Prepare financial reports for board packets.
- Ensure that Board receives audit report and 990.
- Provide a friendly and helpful presence in the office for board, staff, volunteers and visitors.
- Responsible for a well-run, professional, and friendly office environment including ordering supplies, generating master calendar, coordinating building and facility repairs, and overseeing office cleaning, copier, and maintenance contracts, and pitching in as needed.
- Ensure insurance coverage is secured for liability, property, automobiles and special events.
- Copy and file grant documents to maintain complete, orderly files.
- Maintain and manage merchandise inventory; package and mail online merchandise orders and reconcile merchandise inventory and sales.
- Help coordinate with new staff recruitment and training, oversee timesheet system, generate reports and make changes as necessary.
- Serve as liaison between insurance agents and TRLT to insure accurate additions and deletions to all insurance plans.
- Ensure insurance (currently Schwab) allotments are accurate, obtain special riders or additional insurance as requested.
- Coordinate staff and board recognition, work with the Executive Director to build strong staff morale and teamwork.
- Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance).
4. Board Support and BOD Meeting Coordination
- Assist the Executive Director in executing board meetings and the annual board/staff retreats.
- Assist the board secretary in taking and distributing minutes at board meetings.
- Assist Executive Director in maintaining communications with board members and respond to their requests for materials and information.
- Help orient new board members and maintain up-to-date records.
- Update board orientation and organizational policy materials, as needed.
- Assists with mailings, outreach, and community events as needed.
- Help coordinate accreditation application every 5 years.
- Other duties as assigned.
- Bachelor’s degree in business administration or related field.
- At least 3 years’ experience in bookkeeping and administration.
- Strong background and work experience in finance.
- Valid driver’s license Willingness to work occasional evenings and weekends.
- Excellent computer skills and proficient in QuickBooks, excel, word, outlook, and access.
- Excellent communication skills both verbal and written.
- Budget development and oversight experience.
- A demonstrated commitment to high professional ethical standard.
- Knowledge of tax and other compliance implications of non-profit status.
- Passion for the work and mission of the land trust, a professional attitude and demonstrated desire and capacity to learn new skills and apply to the position.
- Willingness to participated in team based fundraising efforts.
- Commitment to teamwork and leading by example, and the ability to model a “can-do” attitude, with good humor, and creative problem solving.
- Strong attention to detail and the ability to think and function on a macro- and micro-level when developing systems, assisting other staff, and running the office.
- Excellent interpersonal skills, as well as the ability to work with a variety of people in a manner that builds staff, board and community morale and a culture of appreciation.
- Ability and desire learn new technologies and thrive in a fast-paced environment.
- Demonstrated self-starter and ability to reprioritize given organizational needs and changing situations.