Job Description

We are seeking a highly skilled Finance and Operations Manager to oversee the financial planning, reporting, and operational processes. The ideal candidate will have a strong background in finance, operations, and leadership, with the ability to streamline operations, optimize resource allocation, and drive financial performance.

The Finance and Operations Manager reports directly to the COO and is responsible for the organization’s finances and accounting, office operations, and institutional record keeping. They will work to align HFX’s finances, operations, and systems in keeping with the organization’s priorities. This position is a key role within the finance department, focusing on providing exceptional customer service to support all staff members with their finance and operational needs. It requires a minimum of 5 years of experience in accounting and finance, ideally within the administrative functions of a not-for-profit organization.

Responsibilities

Financial Management – 60%

• Serve as the primary Point of Contact for the organization’s outsourced accounting firm
• Manage accounts payable and receivable
• Manage daily cash flow and forecasting
• Lead the monthly close process
• Serve as first Point of contact for banking relationships
• Analyze general ledger, including reviewing of monthly reconciliations and ensure accuracy
• Coordinate and lead the annual audit process
• Maintain and implement a documented system of financial policies and procedures
• Manage grant financial administration and reporting
• Prepare grant proposal budgets in collaboration with COO and staff
• Lead the annual budget development process including soliciting input from senior staff and accountants
• Coordinate annual tax filings with COO and accountants with support of outsourced accounting firm ensure adherence to GAAP

Operational Oversight (Site Management, IT, & HR Support) – 20%

• Oversee smooth daily operations of office and equipment including building security and access, printers, Wi-Fi, and Internet
• Coordinate with IT provider to ensure the ongoing maintenance and updating of information systems and infrastructure, including hardware, software, etc
• Manage and serves as primary POC for operational tools including email, dropbox, google drive, adobe, basecamp, phone system, etc
• Manage the relationship with HFX’s benefits broker and facilitate benefits administration
• In collaboration with COO, maintain personnel files
• Ensure Federal Form 941 is filed quarterly, and state income, unemployment, and paid leave filings are filed on time
• Monitor changes and updates in employment laws regulations
• Ensure statutory representation and corporate filings are up to date

Leadership Management – 10%

• Provides leadership and financial direction to the team
• Foster a culture of accountability, collaboration, and continuous improvement
• Mentor and develop team members to enhance their skills and performance

Other duties may be assigned as necessary.

Qualifications

• A college degree is required, preference for a background in business, finance, or operations
• A demonstrated interest in HFX’s mission
• Proven experience in financial management, operations management, or related role
• At least 5 years of work experience in a not-for-profit organization

Qualified candidate will possess the following:

• Analytical skills and professional maturity
• Independent problem solver
• Experience working with multiple currencies in a business setting
• Strong knowledge of financial principles, practices, and regulations
• Self-motivation and confidence, attention to detail, excellent organizational and communication skills, flexibility, and professional discretion
• Ability to adhere to deadlines and plan effectively
• Demonstrated professionalism, tact, and diplomacy
• Initiative to research, frame, and analyze complex problems with limited supervision, along with the ability to be decisive, observant, and innovative
• Must be able to interact and communicate with individuals at all levels of the organization with courtesy, responsiveness, and thoughtfulness
• A strong working knowledge of a variety of computer applications, including Apple operating systems, Google for business, excel, bill.com and QuickBooks
• Must be comfortable working in a fast-paced environment with a demonstrated ability to juggle competing tasks and demands
• Must be able to handle confidential and proprietary information with discretion

Work Environment

This position generally works in an office environment, with occasional travel requirements and/or attendance at external events and activities. Work outside normal business hours, evenings and weekends may be required to meet these and other position requirements. Required business travel is anticipated to be no more than 15% and may include successive overnight and occasional weekend travel.

ADA

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

Note: This job description is an overview of the functions and requirements for this position. It is not intended to be an exhaustive list encompassing every duty and requirement. Other duties may be assigned as deemed necessary by the supervisor.

Compensation and Benefits

HFX provides:
• 100% employer paid Health, Dental, and Vision insurance
• STD, LTD and life insurance
• 19 Paid vacation days
• 12 days sick leave
• 11 Federal holidays
• Office expectations: Monday – Thursday
• 401k with employer 10% contribution after 12 months of services

Application Timeline

Please send your cover letter and resume in a single PDF to applications@halifaxtheforum.org

HFX is an equal opportunity employer and actively seeks candidates from a diverse background.