Manager of Finance and Operations

The Manager of Finance and Operations ensures the seamless execution of Kidznotes' daily financial and operational functions while complementing the Executive Director's strategic leadership. This role provides operational efficiency, financial transparency, and sound resource management. While reporting to the Executive Director, the Manager will help align operational and financial objectives that are crucial to the organization's growth and long-term sustainability.

Primary Duties and Responsibilities:

Financial Management:

• Oversee the day-to-day financial operations following Kidznotes’ policies and procedures, including maintaining revenue and expense records, preparing accounts payable/receivable, and coordinating payroll.
• Prepare financial statements, monitor cash flow, and collaborate with the Executive Director to recommend budgetary adjustments to align with Kidznotes’ operational goals.
• Manage monthly financial close procedures, provide timely, accurate reports for review, and track key performance indicators (KPIs), including budget adherence, expense variance, and revenue growth, to inform high-level decision-making.
• Reconcile bank accounts and manage relationships with financial institutions to ensure smooth cash flow and handle timely bank deposits. 
• Work with the Director of Development to process donations through Kidznotes CRM (DonorPerfect, ReadySet Auction) and manage the financial aspects of special events.
• Serve as Kidznotes' primary point of contact with the CPA and auditing firm to ensure the annual audit and Form 990 filing are completed thoroughly and on time. Create schedules, complete fieldwork, and review drafts on behalf of Kidznotes.

Budgeting & Forecasting:

• Support department heads in developing, forecasting, and tracking budgets that align with Kidznotes’ financial objectives.
• Assist in budget reviews to ensure that department spending remains within approved budgets, and identify areas for potential savings or reallocation of resources.

Vendor and Insurance Management:

• Build and maintain relationships with key vendors, including insurance, health benefits, and retirement brokers, ensuring policies are up to date and compliant with regulations.
• Oversee vendor contracts and ensure timely renewals or adjustments to maintain cost-effectiveness and service continuity.

Human Resources Management:

• Manage human resources functions, including payroll, personnel records tracking, and employee benefits administration (health insurance, 401(k), etc.).
• Support recruitment, onboarding, and employee departures, ensuring a smooth process in collaboration with the Executive Director and department managers, in compliance with internal policies.

Office and Technology Infrastructure:

• Assist in managing office infrastructure, including equipment (phones, computers, printers), software, and supplies, ensuring resources are available and meet the organization’s operational needs.
• Oversee technology systems, such as phone and internet services, ensuring reliability and up-to-date and functional services.

Board and Administrative Support:

• Assist in scheduling meetings for the Board of Directors and Finance Committee, ensuring meeting materials are prepared and distributed in advance.
• Provide general administrative support, including assisting with special board projects as needed.

Skills & Qualifications:

• Strong organizational and time-management skills with the ability to manage multiple responsibilities efficiently.
• Proficiency in financial management, including budgeting, forecasting, and financial reporting. Strong understanding of financial principles and the ability to assist in financial document preparation.
• Experience with HR administration, including benefits management, payroll, and employee records.
• Proficiency with office technologies and software (e.g., Microsoft Office, QuickBooks Online, CRM tools like DonorPerfect).
• Excellent communication skills, both written and verbal, with the ability to interact effectively with staff, vendors, and Board members.
• Experience working with nonprofit organizations with budgets up to $1,000,000.

Offer of employment is contingent upon a successful background check.