Job Description

Position Description

NCLR is looking for a 0.8 FTE (4 days per week) Operations Manager to join our San Francisco office. The Operations Manager manages the day-to-day and long-term operations of the offices, bookkeeping, human resources support, external relations with IT and administration-related vendors, and monitors the needs of the organization to ensure staff and NCLR are able to operate smoothly. This position oversees and implements systems for office efficiency. NCLR has nearly 30 staff across two offices (San Francisco and Washington, D.C.). The Manager reports to the Director of Finance & Operations, and works closely with the accounting team, the HR consultant, and the Administrative Assistant.

The ideal candidate is one who hopes to gain more work experience in a growing and active work environment both to support social justice causes and to move their career forward either in scope, role, field, or challenge. The ideal candidate will have two to five years of related work experience. This position is well-suited for anyone who is passionate about social justice, interested in nonprofit administration, and, understands that efficient office administration and bookkeeping are the backbone of any nonprofit. This is an exempt position.

Key Responsibilities (percentages are approximate):

Office Administration & Operations Management, including IT (60%)

•Manage all day-to-day office, facilities, and operational needs of two offices including office equipment, supplies, furniture, technology, internal agency communications and calendaring, emergency preparedness plans, and other office needs, along with Administrative Assistant

•IT and Telecommunications: Serve as the primary contact with our remote IT vendor, provide on the ground support, assist with specific IT projects as needed; participate in monthly IT meeting

•Manage relationship with external vendors and consultants, including costs and contracts, including supplies, postage/UPS, telephones, copiers, water, etc

•Serve as primary liaison with property management and other vendors/stakeholders related to facilities and operations in both offices (SF and DC)

•Onboarding: Post job openings, order business cards, manage workspace and IT setup for all new employees, provide consistent onboarding to office procedures and office orientation, with assistance from Administrative Assistant

•Insurance: Manage purchase, tracking, and relationship with external providers for insurance policies including general liability, professional responsibility, and directors & officers insurance

•Organize, implement and maintain electronic and paper filing systems and organize shared spaces in the office, including accounting files and HR files, along with Administrative Assistant. Manage compliance with document retention policy.

•Track and meet requirements and deadlines for filing paperwork with federal, state and local agencies, including state fundraising registrations.

•Maintain annual updates of agency policies and procedures including emergency policies, finance policies and procedures and other agency wide policies.

•Provide support for annual budgets related to facilities and office management expenses, including: annual office supply, technology, and equipment budgets.

•Create institutionalized and memorialized operations processes and procedures.

•Oversee office configurations and moves, along with Administrative Assistant.

•Communicate with building management, including office repairs/maintenance and buildouts.

•Oversee onsite and offsite file storage, along with Legal Assistants.

•Manage special operations projects that might arise.

Bookkeeping and Finance Support (40%)

•Bookkeeping:

• Ensure entry of all income and expense on a timely basis either via direct entry or via correct importing of cloud-based data

• Prepare and make weekly deposits if needed

•Oversee accounts payable and payment of all bills, including staff reimbursements, and utilization of cloud-based systems

• Maintain systems of entry for company credit card expenses, and tracking of all receipts

• Generate invoices for program staff and track payments of invoices

•NCLR will provide training for all accounting support tasks

•Serve as the primary staff liaison to the external accountants regarding monthly reconciliations and other accounting processes

•Support NCLR’s annual audit and funder audits, including working with the external accountants on document preparation and providing onsite assistance to the auditors

•Ensure that all accounting-related hard and soft copy documents are filed, including grants and contracts where applicable

•Maintain cloud-based financial systems to ensure they are operating properly and reflect current codes, names, etc.

•Oversee systems to collect and code expenses and income, including overseeing staff’s compliance with the processes

Qualifications

•BA/BS or Associate’s Degree (or at least 2 years of relevant work experience)

•At least 3 years of overall professional work experience, nonprofit setting a plus

•Strong attention to detail

•Excellent organizational and time management skills

•Familiarity and comfort with technology, particularly basic troubleshooting of information management systems and computers

•Familiarity with Microsoft Office, Google applications, and ability to learn new online systems

•An affinity for improving processes, creating efficient systems, and institutionalizing knowledge

•Enthusiasm for the work of the organization and its potential, including a demonstrated commitment to social justice.

•Have an awareness of and commitment to a broad range of racial and economic justice issues and an understanding of the multiple communities NCLR represents.

•Previous experience with nonprofit bookkeeping, AP/AR processing, QuickBooks or other accounting software a plus

How to Apply

Job Categories: LGBT. Job Types: Part-Time. Salaries: Not Disclosed.

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